2014 pym live atlanta i show program
DESCRIPTION
We're excited to be unleashing a series of experiments at our live events this year. Here's our show program for the Feb. 19, 2014 event, complete with educational white papers, info about our sponsors, exhibitors, and more! For a full schedule of events, visit http://planyourmeetings.com/eventsTRANSCRIPT
T O DAY rsquo S AG E N DAAll events take place in the
Fox Theatrersquos Egyptian Ballroom 130 - 200 pm Registration 200 - 220 pm Tech orientation 220 - 230 pm Welcome and sponsors 230 - 300 pm Contract Negotiations Part I
What planners can leverage now Clauses they need to protect their groups
300 - 310 pm Break 310 - 315 pm Recognition of PYM AllStars 315 - 415 pm Speed meetings Part I 415 - 420 pm X bytes fitness break 420 - 425 pm Break 425 - 455 pm Contract Negotiations Part II
Special clauses to create greener more sustainable meetings
455 - 500 pm X bytes fitness break 500 - 515 pm FampB mini-session I How to build
a menu around food allergies 515 - 615 pm Speed meetings Part II 615 - 625 pm Break 625 - 635 pm FampB mini-session II How to pair
wine with food 635 - 655 pm Networking amp follow-ups 655 - 700 pm Door prizes 700 pm Tours of the Fox Theatre
Sites ampBites
DONrsquoT FORGET TO TAG YOUR TWEETS PICTURES AND POSTS WITH YAYPYM
Greenville South Carolina ndash one of the fastest growing destinations in the Southeast ndash has quickly become that
Greenville The one with an award-winning downtown set against the breathtaking backdrop of the Blue Ridge Mountains The one with a growing reputation as the Southrsquos next big culinary hotspot The one with countless things-to-do diversions and an incredibly diverse venue mix from big boxes to innovative and unique alternatives The one more and more planners and organizers are choosing to hold their events Yeah that Greenville Learn more online or call us at 800-351-7180
E V E N T H O S T
THE FOX THEATRE The historic Fox Theatre is one of Atlantarsquos premiere venues for live entertainment The Foxrsquos 4678-seat theater is booked for more than 300 performances a year ranging from Broadway to rock to comedy to movies In December 2009 Billboard Magazine ranked the Fox Theatre in Atlanta as ldquoThe 1 non-residency venue worldwide for the decade (5000 seats or less)rdquo
The Fox Theatre is located on Peachtree Street in the middle of the city Not only
is it on the National Historic Register but it is one of the most beloved landmarks in the city because it is a real memory maker for the citizens of Atlanta They may have come here to see their first performance or Broadway show they had their first date here and maybe even had their first kiss in the balcony Our ballrooms are spectacular and have hosted everything from Sweet 16s to weddings and corporate events We hold a special place in many peoplersquos hearts and we take that responsibility very seriously We call it ldquoThe Fox Experiencerdquo We hope you enjoy your experience here at the Fox
Nikki Griffin 404-881-2021nikkigriffinfoxtheatreorg foxtheatreorg TheFoxTheatre
T E C H O R I E N TAT I O N
Kristi Casey SandersPYMLive
Plan Your Meetings
C O N T R AC T N E G O T I AT I O N S I amp I I
Kevin R Johnston CMPKevin_Johnston
LowCountry Catering amp Events
H OW T O B U I L D A M E N UA R O U N D F O O D A L L E R G I E S
Chef Eric WolffTEPCateringTEP Catering
H OW T O PA I R W I N E W I T H F O O D
Jamie Ward CMP CTAInsideSonoma MeetInSonoma
Sonoma County Tourism
Chef Philip Austin VogelLowCountryCue
LowCountry Catering amp Events
Speakers LIVE EVENTS 2014
Scan the QR code to download the Topi app for your device
Want to know who you should meet while yoursquore here Download our free conference app Topi available for Apple Android and
Windows Mobile devices Connect it with your Facebook LinkedIn or other social profiles and it will show you everyone whorsquos here based on how much you have in common It will also generate private chat rooms where you can connect with people who share your interests You can instantly connect via LinkedIn or add people to your friends list so you can communicate long after this event ends Topi also contains the digital show program and an augmented-reality scanner Push the PYM+ button then hold it over the image or our magazinge back page of this program and see what happens
Ezcompymapple
iPhoneiPad
Ezcompymandroid
Android
Ezcompymwindows
Windows mobile
MAKE THE MOST OF YOUR NETWORKING TIME
Throughout this event
prizes will be given for social sharing
and participation yaypym
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
T I T L E D S P O N S O R
VISIT GREENVILLE SC In recent years Greenville SC has made nearly every Top 10 list imaginable Major accolades regularly roll in from media like Forbes Travel amp Leisure Esquire and Oprah Named a ldquoTop 10 Downtown in Americardquo (Forbes) ldquoAmericarsquos 2nd Best Town Everrdquo (Outside Magazine) ldquoTop 10 Fastest Growing US Citiesrdquo (CNN Money) Greenvillersquos timeless Southern charm is blended with big-city amenities and an unexpectedly cosmopolitan cool Destination highlights include a thriving energized downtown designation as the Southrsquos next big culinary spot a staggering collection of natural attractions and countless ndash and cool ndash things-to-do diversions With a convenient accessible Southeast location 100+ restaurants downtown (600 throughout the destination) 8500 hotel rooms one of the Southeastrsquos largest convention facilities Greenville has venues to fit a wide range of needs size and function types Greenville SC isnrsquot just any Greenville itrsquos that Greenville
Mark Lupfer 864 -421-0000mlupfervisitgreenvillesccom visitgreenvillesccom Greenville_SC
F E AT U R E D PA R T N E R S
LOWCOUNTRY CATERING amp EVENTS [FOOD SPONSOR] LowCountry Catering amp Events has been known for delivering Authentic Carolina Southern Style Cuisine since 1986 Throughout the years families have celebrated reunions weddings
and birthdays with us and we want to extend our southern hospitality to you Whether itrsquos a small gathering of only a few of your closest friends or a special event for thousands our menus can be tailored for every type of occasion Let us show you the best the LowCountry has to offer
Kevin R Johnston CMP 404-835-5357kevinlowcountrybbqcom lowcountrybbqcom lowcountrycue
SONOMA COUNTY TOURISM [WINE SPONSOR] Sonoma County is the ideal destination for meeting planners looking for unique and memorable venues Sonoma County a genuine and adventurous wine country experience is just 30 miles north of San Francisco We may be known for
wine but with 55 miles of Pacific Coastline redwood forests an African safari and a thrilling road course we boast every type of activity ensuring a successful meeting or event
Jamie Ward CMP CTA 936-273-0475 jwardsonomacountycom sonomacountycom InsideSonoma MeetInSonoma
Notes
On-Demand Fitness Breaks that Energize and Attract
Sponsorship Revenue
How X bytestrade WorksX bytestrade are short video bytes of exercise that are easy to ldquofitrsquorsquo into your already packed schedule
Each of the four X bytestrade videos is under 65 minutes and can fit into your program as
bullA mid-morning and mid-afternoon energy booster when energy levels are low
bullAn on-demand and on-the-spot time filler when things donrsquot go as planned
bullA new and innovative break that creates a memorable experience for attendees
bullA break room program where videos are looped and people follow along at their leisure
Each X bytestrade break consists of an engaging animation of less than a minute a 21 second introduction and a 5-minute fitness break The video can be shown in its entirety or shortened to fit your event schedule
X bytestrade Features and Benefits
bullBrief ndash can be easily inserted into anymeeting or conference program
bullConvenient social icebreaker ndash can bedone at attendeesrsquo seats or in a break room
bullOn-demand delivery ndash videos provide spontaneous and unlimited use
bullSweat-free ndash attendees exercise in their business attire
bullGentle for every body ndash there are no crazydance moves or awkward yoga poses
bullHealthy and memorable break ndash combats sitting fatigue and learning fatigue
X bytestrade are EASY to UseVideos can be downloaded from the Internet and played on a PC or Mac or web streamed
Custom Branding Options
X bytestrade provides sponsorship appeal Custom video branding brings sponsors memorable prominent and frequent exposure
Copyright copy 2013 All Rights Reserved X bytesTM Exercise BytesTM and the X-Man symbol are trademarks of Exercise Bytes Inc
Animation Introduction Fitness BreakLess than 1 minute 21 seconds 5 minutes
Complete Version (Less than 65 min)Abbreviated Version (55 min)
Short Version (5 min)
Let us show you how on-demand fitness breaks during the day can change your conference experience
infox-bytescom wwwx-bytescom 1-855-8xbytes Xbytes
Is your event jam-packed with sessions
Do you ever need to fill program gaps
Looking for new amp innovative sponsorship opportunities
Want to make your events more memorable
on-demand fitness breaks
PYM LIVE Atlanta | February 19 2014
TEP CATERING [FOOD SPONSOR] At TEP Catering wersquore a family-owned and operated business priding ourselves in serving fresh well-prepared food at an affordable price No matter what the occasion our team will work with you
to create a menu that perfectly suits your occasion and keeps your guests coming back for seconds
Lori Harbin 678-292-5023lharbintepcateringcom tepcateringcom TEPCatering
PEACHTREE TENTS amp EVENTS [LINEN SPONSOR] is the Southeastrsquos premier full service party rental resource for top event and meeting planners We create great experiences by living our beliefs being
kind and respectful an unwavering attention to detail working hard and having fun contributing to our community and encouraging life balance for all of our team We look forward to creating a great experience for you
James Nesmith 404-574-6655jamespeachtreetentscom peachtreetentsandeventscom peachtreetents
S T R AT E G I C PA R T N E R S
Bytestrade
on-demand fitness breaksEXERCISE BYTES (X bytes) are on-demand video fitness breaks for meetings training events conferences and workplaces This new and innovative technology keeps people alert entertained and energized at learning events The breaks are brief sweat-free tailored for participants wearing business attire and for use at their seats Each of the four video breaks integrates easily into the agenda as energy boosters when energy levels are low (mid-morning and mid-afternoon) time fillers to fill unplanned gaps and social icebreakers that build camaraderie Videos can be corporate- branded to attract sponsorship revenue
Kim Bercovitz PhD 855-892-9837kimx-bytescom x-bytescom xbytes
TOPI is the only mobile solution that connects everyone at any event In addition to the basics (content agenda broadcasts attendee profiles sponsoring social network integration
etc) Topi leverages participantsrsquo profiles to create interest-based group conversations Topi also provides a curated environment for private chats audience questions and many other unique features
David Aubespin 866-659-8674davidtopicom topicom topi
PYMSupports
At every event in 2014 wersquoll be collecting unused
soaps and donations for Clean the World an amazing
organization thatrsquos transforming whatrsquos wasted
in this industry into life-saving gifts for people in
need of proper sanitation For more information visit
cleantheworldorg or view the brochure in the digital show guide
SHOWS amp CONCERTS PRIVATE amp GROUP EVENTS THEATRE TOURS FOXTHEATREORG
FOX THEATRE CORPORATE EVENTS
B E G I N M A K I N G M E M O R I E S ndash R E S E R V E A S PA C E AT T H E I CO N I C F O X T H E AT R E F O R Y O U R N E X T B U S I N E S S E V E N T
FOR EVENT SPACE DETAILS VISIT FOXTHEATREORG
PlanYourMeetingscom
NotesPA R T N E R S
Allerton HotelElizabeth Henning312-274-6414ehenningtheallertonhotelcomtheallertonhotelcomallertonhotel
Caesars EntertainmentDerek Harrell702-777-6710dharrellcaesarscomErick Harrell702-777-6710eharrellcaesarscomcaesarsentertainmentcomTotal_Rewards CaesarsEnt
Clarence Brown Conference Center
Melissa Bell770-606-5763mbellbrownconferencecentercombrownconferencecentercomBrownCenter
Copper Mountain ResortCarol Schmidt970-968-2318cschmidtcoppercoloradocomcoppermeetingscomCopperMtn
Dave and BusterrsquosHeather Montgomery678-537-8507heather_montgomery
daveandbusterscom daveandbusterscomDaveandBusters
Douglasville Conference Center
Jennifer Bean678-715-6094beanjdouglasvillegagovvisitdouglasvillecomDouglasvilleCC
Forever Resortsndash Southfork Ranch
Clint Gilliam214-784-5635cgilliamsouthforkranchcomsouthforkranchcomsouthfork_ranch
Greater Raleigh CVBMalinda Harrel CMP CASE919-645-2668mharrellvisitraleighcomvisitraleighcomvisitRaleigh
Hilton New Orleans St Charles Avenue
Troy Dupont504-378-2812troyduponthiltoncomhhstcharlescomhiltonstcharles
Hotel Indigo AthensAbby Hicks706-286-1700abbyhicksindigoathenscomindigoathenscomindigoathens
James H Rainwater Conference Center
Sandra Roose229-219-4405sroosevaldostatourismcomrainwaterconferencecentercomValdostaMeeting
King and Prince ResortBud St Pierre912-268-5003bstpierremmihgcomkingandprincecomkingandprince
Macon Bibb Convention and Visitors Bureau
Kimberly Payne-Ward478-743-1074kpayne-wardvisitmaconorgvisitmaconcommaconmemories
Northwest GA Trade and Convention CtrDalton CVB
Patricia Daniels706-529-5978patriciadaltontradecentercomnwgtcccomvisitdalton
One Ocean Resort amp SpaJeanne Bothwell904-853-2333jeannebothwell
oneoceanresortcomoneoceanresortcomoneoceanresort
Peachtree City CVBNikki Sheets678-216-0282nikkivisitpeachtreecitycomvisitpeachtreecitycomptccvb
Peachtree Tents amp EventsJames Nesmith404-574-6655jamespeachtreetentspeachtreetentsandeventscompeachtreetents
Sandy Springs Hospitality and Tourism
Will Carlson770-206-1445willcarlsonsandyspringsgaorg visitsandyspringsorgSandySprings_HT
Notes
S P E C I A L T H A N K S T O hellip
I F YO U L I K E U S YO U rsquo L L L OV E T H E S E E V E N T S hellip
E V E N T S E R V I C E S
TELL YOUR FRIENDS WErsquoRE COMING
Ezcom3hours yaypym
San FranciscoMar 27 | 3-7pm | Westin St Francis
ChicagoApril 24 | 9am-1pm | Skydeck
AustinMay 21 | 2-7pm | Intercontinental SFA
RaleighJune 26 | Locationtimes TBA
Washington DCJuly 24 | 3-7pm | Smith amp Wollensky
New York CityAug 7 | 9am-1pm | Omni Berkshire Place
DallasAug 26 | 2-7pm | White SpaceBelo Mansion
AtlantaSept 11 | 2-7pm | Marriott Perimeter
DenverOct 22 | 2-7pm | Hyatt Convention Center
HoustonNovember | Locationtimes TBA
Sensational BasketsHelen Taffett770-587-5593helensensationalbasketscomsensationalbasketscomsensationalbkts
Silver Legacy Resort CasinoMeg Kennedy775-325-7346mkennedysilverlegacycomsilverlegacyrenocomsilverlegacy
StayInAtlantacom ampStayInSavannahcomTyler Morgan912-713-7863tylermorganhiltoncomstayinatlantacomstayinsavannahcom
Walt Disney Swan amp DolphinMitch Jordan407-934-4516mjordanswandolphincomswandolphincomswandolphin
Westin Atlanta AirportErin Youngblood404-762-7676erinyoungblood
interstatehotelscomwestincomatlantaairportWestinATLAir
Wyndham Peachtree Hotel amp Conference Center
Jenny Cline770-486-3212jclinewyndhamcomwyndhampcccomWyndhamPeachtre
Zoo Atlanta Special EventsAmanda Wells404-624-5910awellszooatlantaorgzooatlantaorgZooATL
APRIL 15-17 2014
EzcomGMIC2014
Ezcomeventeract
PYM Live Events
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
Pinterestcomplanyrmeetings
Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
flickrcomphotosplanyourmeetings
Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
Greenville South Carolina ndash one of the fastest growing destinations in the Southeast ndash has quickly become that
Greenville The one with an award-winning downtown set against the breathtaking backdrop of the Blue Ridge Mountains The one with a growing reputation as the Southrsquos next big culinary hotspot The one with countless things-to-do diversions and an incredibly diverse venue mix from big boxes to innovative and unique alternatives The one more and more planners and organizers are choosing to hold their events Yeah that Greenville Learn more online or call us at 800-351-7180
E V E N T H O S T
THE FOX THEATRE The historic Fox Theatre is one of Atlantarsquos premiere venues for live entertainment The Foxrsquos 4678-seat theater is booked for more than 300 performances a year ranging from Broadway to rock to comedy to movies In December 2009 Billboard Magazine ranked the Fox Theatre in Atlanta as ldquoThe 1 non-residency venue worldwide for the decade (5000 seats or less)rdquo
The Fox Theatre is located on Peachtree Street in the middle of the city Not only
is it on the National Historic Register but it is one of the most beloved landmarks in the city because it is a real memory maker for the citizens of Atlanta They may have come here to see their first performance or Broadway show they had their first date here and maybe even had their first kiss in the balcony Our ballrooms are spectacular and have hosted everything from Sweet 16s to weddings and corporate events We hold a special place in many peoplersquos hearts and we take that responsibility very seriously We call it ldquoThe Fox Experiencerdquo We hope you enjoy your experience here at the Fox
Nikki Griffin 404-881-2021nikkigriffinfoxtheatreorg foxtheatreorg TheFoxTheatre
T E C H O R I E N TAT I O N
Kristi Casey SandersPYMLive
Plan Your Meetings
C O N T R AC T N E G O T I AT I O N S I amp I I
Kevin R Johnston CMPKevin_Johnston
LowCountry Catering amp Events
H OW T O B U I L D A M E N UA R O U N D F O O D A L L E R G I E S
Chef Eric WolffTEPCateringTEP Catering
H OW T O PA I R W I N E W I T H F O O D
Jamie Ward CMP CTAInsideSonoma MeetInSonoma
Sonoma County Tourism
Chef Philip Austin VogelLowCountryCue
LowCountry Catering amp Events
Speakers LIVE EVENTS 2014
Scan the QR code to download the Topi app for your device
Want to know who you should meet while yoursquore here Download our free conference app Topi available for Apple Android and
Windows Mobile devices Connect it with your Facebook LinkedIn or other social profiles and it will show you everyone whorsquos here based on how much you have in common It will also generate private chat rooms where you can connect with people who share your interests You can instantly connect via LinkedIn or add people to your friends list so you can communicate long after this event ends Topi also contains the digital show program and an augmented-reality scanner Push the PYM+ button then hold it over the image or our magazinge back page of this program and see what happens
Ezcompymapple
iPhoneiPad
Ezcompymandroid
Android
Ezcompymwindows
Windows mobile
MAKE THE MOST OF YOUR NETWORKING TIME
Throughout this event
prizes will be given for social sharing
and participation yaypym
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
T I T L E D S P O N S O R
VISIT GREENVILLE SC In recent years Greenville SC has made nearly every Top 10 list imaginable Major accolades regularly roll in from media like Forbes Travel amp Leisure Esquire and Oprah Named a ldquoTop 10 Downtown in Americardquo (Forbes) ldquoAmericarsquos 2nd Best Town Everrdquo (Outside Magazine) ldquoTop 10 Fastest Growing US Citiesrdquo (CNN Money) Greenvillersquos timeless Southern charm is blended with big-city amenities and an unexpectedly cosmopolitan cool Destination highlights include a thriving energized downtown designation as the Southrsquos next big culinary spot a staggering collection of natural attractions and countless ndash and cool ndash things-to-do diversions With a convenient accessible Southeast location 100+ restaurants downtown (600 throughout the destination) 8500 hotel rooms one of the Southeastrsquos largest convention facilities Greenville has venues to fit a wide range of needs size and function types Greenville SC isnrsquot just any Greenville itrsquos that Greenville
Mark Lupfer 864 -421-0000mlupfervisitgreenvillesccom visitgreenvillesccom Greenville_SC
F E AT U R E D PA R T N E R S
LOWCOUNTRY CATERING amp EVENTS [FOOD SPONSOR] LowCountry Catering amp Events has been known for delivering Authentic Carolina Southern Style Cuisine since 1986 Throughout the years families have celebrated reunions weddings
and birthdays with us and we want to extend our southern hospitality to you Whether itrsquos a small gathering of only a few of your closest friends or a special event for thousands our menus can be tailored for every type of occasion Let us show you the best the LowCountry has to offer
Kevin R Johnston CMP 404-835-5357kevinlowcountrybbqcom lowcountrybbqcom lowcountrycue
SONOMA COUNTY TOURISM [WINE SPONSOR] Sonoma County is the ideal destination for meeting planners looking for unique and memorable venues Sonoma County a genuine and adventurous wine country experience is just 30 miles north of San Francisco We may be known for
wine but with 55 miles of Pacific Coastline redwood forests an African safari and a thrilling road course we boast every type of activity ensuring a successful meeting or event
Jamie Ward CMP CTA 936-273-0475 jwardsonomacountycom sonomacountycom InsideSonoma MeetInSonoma
Notes
On-Demand Fitness Breaks that Energize and Attract
Sponsorship Revenue
How X bytestrade WorksX bytestrade are short video bytes of exercise that are easy to ldquofitrsquorsquo into your already packed schedule
Each of the four X bytestrade videos is under 65 minutes and can fit into your program as
bullA mid-morning and mid-afternoon energy booster when energy levels are low
bullAn on-demand and on-the-spot time filler when things donrsquot go as planned
bullA new and innovative break that creates a memorable experience for attendees
bullA break room program where videos are looped and people follow along at their leisure
Each X bytestrade break consists of an engaging animation of less than a minute a 21 second introduction and a 5-minute fitness break The video can be shown in its entirety or shortened to fit your event schedule
X bytestrade Features and Benefits
bullBrief ndash can be easily inserted into anymeeting or conference program
bullConvenient social icebreaker ndash can bedone at attendeesrsquo seats or in a break room
bullOn-demand delivery ndash videos provide spontaneous and unlimited use
bullSweat-free ndash attendees exercise in their business attire
bullGentle for every body ndash there are no crazydance moves or awkward yoga poses
bullHealthy and memorable break ndash combats sitting fatigue and learning fatigue
X bytestrade are EASY to UseVideos can be downloaded from the Internet and played on a PC or Mac or web streamed
Custom Branding Options
X bytestrade provides sponsorship appeal Custom video branding brings sponsors memorable prominent and frequent exposure
Copyright copy 2013 All Rights Reserved X bytesTM Exercise BytesTM and the X-Man symbol are trademarks of Exercise Bytes Inc
Animation Introduction Fitness BreakLess than 1 minute 21 seconds 5 minutes
Complete Version (Less than 65 min)Abbreviated Version (55 min)
Short Version (5 min)
Let us show you how on-demand fitness breaks during the day can change your conference experience
infox-bytescom wwwx-bytescom 1-855-8xbytes Xbytes
Is your event jam-packed with sessions
Do you ever need to fill program gaps
Looking for new amp innovative sponsorship opportunities
Want to make your events more memorable
on-demand fitness breaks
PYM LIVE Atlanta | February 19 2014
TEP CATERING [FOOD SPONSOR] At TEP Catering wersquore a family-owned and operated business priding ourselves in serving fresh well-prepared food at an affordable price No matter what the occasion our team will work with you
to create a menu that perfectly suits your occasion and keeps your guests coming back for seconds
Lori Harbin 678-292-5023lharbintepcateringcom tepcateringcom TEPCatering
PEACHTREE TENTS amp EVENTS [LINEN SPONSOR] is the Southeastrsquos premier full service party rental resource for top event and meeting planners We create great experiences by living our beliefs being
kind and respectful an unwavering attention to detail working hard and having fun contributing to our community and encouraging life balance for all of our team We look forward to creating a great experience for you
James Nesmith 404-574-6655jamespeachtreetentscom peachtreetentsandeventscom peachtreetents
S T R AT E G I C PA R T N E R S
Bytestrade
on-demand fitness breaksEXERCISE BYTES (X bytes) are on-demand video fitness breaks for meetings training events conferences and workplaces This new and innovative technology keeps people alert entertained and energized at learning events The breaks are brief sweat-free tailored for participants wearing business attire and for use at their seats Each of the four video breaks integrates easily into the agenda as energy boosters when energy levels are low (mid-morning and mid-afternoon) time fillers to fill unplanned gaps and social icebreakers that build camaraderie Videos can be corporate- branded to attract sponsorship revenue
Kim Bercovitz PhD 855-892-9837kimx-bytescom x-bytescom xbytes
TOPI is the only mobile solution that connects everyone at any event In addition to the basics (content agenda broadcasts attendee profiles sponsoring social network integration
etc) Topi leverages participantsrsquo profiles to create interest-based group conversations Topi also provides a curated environment for private chats audience questions and many other unique features
David Aubespin 866-659-8674davidtopicom topicom topi
PYMSupports
At every event in 2014 wersquoll be collecting unused
soaps and donations for Clean the World an amazing
organization thatrsquos transforming whatrsquos wasted
in this industry into life-saving gifts for people in
need of proper sanitation For more information visit
cleantheworldorg or view the brochure in the digital show guide
SHOWS amp CONCERTS PRIVATE amp GROUP EVENTS THEATRE TOURS FOXTHEATREORG
FOX THEATRE CORPORATE EVENTS
B E G I N M A K I N G M E M O R I E S ndash R E S E R V E A S PA C E AT T H E I CO N I C F O X T H E AT R E F O R Y O U R N E X T B U S I N E S S E V E N T
FOR EVENT SPACE DETAILS VISIT FOXTHEATREORG
PlanYourMeetingscom
NotesPA R T N E R S
Allerton HotelElizabeth Henning312-274-6414ehenningtheallertonhotelcomtheallertonhotelcomallertonhotel
Caesars EntertainmentDerek Harrell702-777-6710dharrellcaesarscomErick Harrell702-777-6710eharrellcaesarscomcaesarsentertainmentcomTotal_Rewards CaesarsEnt
Clarence Brown Conference Center
Melissa Bell770-606-5763mbellbrownconferencecentercombrownconferencecentercomBrownCenter
Copper Mountain ResortCarol Schmidt970-968-2318cschmidtcoppercoloradocomcoppermeetingscomCopperMtn
Dave and BusterrsquosHeather Montgomery678-537-8507heather_montgomery
daveandbusterscom daveandbusterscomDaveandBusters
Douglasville Conference Center
Jennifer Bean678-715-6094beanjdouglasvillegagovvisitdouglasvillecomDouglasvilleCC
Forever Resortsndash Southfork Ranch
Clint Gilliam214-784-5635cgilliamsouthforkranchcomsouthforkranchcomsouthfork_ranch
Greater Raleigh CVBMalinda Harrel CMP CASE919-645-2668mharrellvisitraleighcomvisitraleighcomvisitRaleigh
Hilton New Orleans St Charles Avenue
Troy Dupont504-378-2812troyduponthiltoncomhhstcharlescomhiltonstcharles
Hotel Indigo AthensAbby Hicks706-286-1700abbyhicksindigoathenscomindigoathenscomindigoathens
James H Rainwater Conference Center
Sandra Roose229-219-4405sroosevaldostatourismcomrainwaterconferencecentercomValdostaMeeting
King and Prince ResortBud St Pierre912-268-5003bstpierremmihgcomkingandprincecomkingandprince
Macon Bibb Convention and Visitors Bureau
Kimberly Payne-Ward478-743-1074kpayne-wardvisitmaconorgvisitmaconcommaconmemories
Northwest GA Trade and Convention CtrDalton CVB
Patricia Daniels706-529-5978patriciadaltontradecentercomnwgtcccomvisitdalton
One Ocean Resort amp SpaJeanne Bothwell904-853-2333jeannebothwell
oneoceanresortcomoneoceanresortcomoneoceanresort
Peachtree City CVBNikki Sheets678-216-0282nikkivisitpeachtreecitycomvisitpeachtreecitycomptccvb
Peachtree Tents amp EventsJames Nesmith404-574-6655jamespeachtreetentspeachtreetentsandeventscompeachtreetents
Sandy Springs Hospitality and Tourism
Will Carlson770-206-1445willcarlsonsandyspringsgaorg visitsandyspringsorgSandySprings_HT
Notes
S P E C I A L T H A N K S T O hellip
I F YO U L I K E U S YO U rsquo L L L OV E T H E S E E V E N T S hellip
E V E N T S E R V I C E S
TELL YOUR FRIENDS WErsquoRE COMING
Ezcom3hours yaypym
San FranciscoMar 27 | 3-7pm | Westin St Francis
ChicagoApril 24 | 9am-1pm | Skydeck
AustinMay 21 | 2-7pm | Intercontinental SFA
RaleighJune 26 | Locationtimes TBA
Washington DCJuly 24 | 3-7pm | Smith amp Wollensky
New York CityAug 7 | 9am-1pm | Omni Berkshire Place
DallasAug 26 | 2-7pm | White SpaceBelo Mansion
AtlantaSept 11 | 2-7pm | Marriott Perimeter
DenverOct 22 | 2-7pm | Hyatt Convention Center
HoustonNovember | Locationtimes TBA
Sensational BasketsHelen Taffett770-587-5593helensensationalbasketscomsensationalbasketscomsensationalbkts
Silver Legacy Resort CasinoMeg Kennedy775-325-7346mkennedysilverlegacycomsilverlegacyrenocomsilverlegacy
StayInAtlantacom ampStayInSavannahcomTyler Morgan912-713-7863tylermorganhiltoncomstayinatlantacomstayinsavannahcom
Walt Disney Swan amp DolphinMitch Jordan407-934-4516mjordanswandolphincomswandolphincomswandolphin
Westin Atlanta AirportErin Youngblood404-762-7676erinyoungblood
interstatehotelscomwestincomatlantaairportWestinATLAir
Wyndham Peachtree Hotel amp Conference Center
Jenny Cline770-486-3212jclinewyndhamcomwyndhampcccomWyndhamPeachtre
Zoo Atlanta Special EventsAmanda Wells404-624-5910awellszooatlantaorgzooatlantaorgZooATL
APRIL 15-17 2014
EzcomGMIC2014
Ezcomeventeract
PYM Live Events
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
Pinterestcomplanyrmeetings
Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
flickrcomphotosplanyourmeetings
Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
E V E N T H O S T
THE FOX THEATRE The historic Fox Theatre is one of Atlantarsquos premiere venues for live entertainment The Foxrsquos 4678-seat theater is booked for more than 300 performances a year ranging from Broadway to rock to comedy to movies In December 2009 Billboard Magazine ranked the Fox Theatre in Atlanta as ldquoThe 1 non-residency venue worldwide for the decade (5000 seats or less)rdquo
The Fox Theatre is located on Peachtree Street in the middle of the city Not only
is it on the National Historic Register but it is one of the most beloved landmarks in the city because it is a real memory maker for the citizens of Atlanta They may have come here to see their first performance or Broadway show they had their first date here and maybe even had their first kiss in the balcony Our ballrooms are spectacular and have hosted everything from Sweet 16s to weddings and corporate events We hold a special place in many peoplersquos hearts and we take that responsibility very seriously We call it ldquoThe Fox Experiencerdquo We hope you enjoy your experience here at the Fox
Nikki Griffin 404-881-2021nikkigriffinfoxtheatreorg foxtheatreorg TheFoxTheatre
T E C H O R I E N TAT I O N
Kristi Casey SandersPYMLive
Plan Your Meetings
C O N T R AC T N E G O T I AT I O N S I amp I I
Kevin R Johnston CMPKevin_Johnston
LowCountry Catering amp Events
H OW T O B U I L D A M E N UA R O U N D F O O D A L L E R G I E S
Chef Eric WolffTEPCateringTEP Catering
H OW T O PA I R W I N E W I T H F O O D
Jamie Ward CMP CTAInsideSonoma MeetInSonoma
Sonoma County Tourism
Chef Philip Austin VogelLowCountryCue
LowCountry Catering amp Events
Speakers LIVE EVENTS 2014
Scan the QR code to download the Topi app for your device
Want to know who you should meet while yoursquore here Download our free conference app Topi available for Apple Android and
Windows Mobile devices Connect it with your Facebook LinkedIn or other social profiles and it will show you everyone whorsquos here based on how much you have in common It will also generate private chat rooms where you can connect with people who share your interests You can instantly connect via LinkedIn or add people to your friends list so you can communicate long after this event ends Topi also contains the digital show program and an augmented-reality scanner Push the PYM+ button then hold it over the image or our magazinge back page of this program and see what happens
Ezcompymapple
iPhoneiPad
Ezcompymandroid
Android
Ezcompymwindows
Windows mobile
MAKE THE MOST OF YOUR NETWORKING TIME
Throughout this event
prizes will be given for social sharing
and participation yaypym
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
T I T L E D S P O N S O R
VISIT GREENVILLE SC In recent years Greenville SC has made nearly every Top 10 list imaginable Major accolades regularly roll in from media like Forbes Travel amp Leisure Esquire and Oprah Named a ldquoTop 10 Downtown in Americardquo (Forbes) ldquoAmericarsquos 2nd Best Town Everrdquo (Outside Magazine) ldquoTop 10 Fastest Growing US Citiesrdquo (CNN Money) Greenvillersquos timeless Southern charm is blended with big-city amenities and an unexpectedly cosmopolitan cool Destination highlights include a thriving energized downtown designation as the Southrsquos next big culinary spot a staggering collection of natural attractions and countless ndash and cool ndash things-to-do diversions With a convenient accessible Southeast location 100+ restaurants downtown (600 throughout the destination) 8500 hotel rooms one of the Southeastrsquos largest convention facilities Greenville has venues to fit a wide range of needs size and function types Greenville SC isnrsquot just any Greenville itrsquos that Greenville
Mark Lupfer 864 -421-0000mlupfervisitgreenvillesccom visitgreenvillesccom Greenville_SC
F E AT U R E D PA R T N E R S
LOWCOUNTRY CATERING amp EVENTS [FOOD SPONSOR] LowCountry Catering amp Events has been known for delivering Authentic Carolina Southern Style Cuisine since 1986 Throughout the years families have celebrated reunions weddings
and birthdays with us and we want to extend our southern hospitality to you Whether itrsquos a small gathering of only a few of your closest friends or a special event for thousands our menus can be tailored for every type of occasion Let us show you the best the LowCountry has to offer
Kevin R Johnston CMP 404-835-5357kevinlowcountrybbqcom lowcountrybbqcom lowcountrycue
SONOMA COUNTY TOURISM [WINE SPONSOR] Sonoma County is the ideal destination for meeting planners looking for unique and memorable venues Sonoma County a genuine and adventurous wine country experience is just 30 miles north of San Francisco We may be known for
wine but with 55 miles of Pacific Coastline redwood forests an African safari and a thrilling road course we boast every type of activity ensuring a successful meeting or event
Jamie Ward CMP CTA 936-273-0475 jwardsonomacountycom sonomacountycom InsideSonoma MeetInSonoma
Notes
On-Demand Fitness Breaks that Energize and Attract
Sponsorship Revenue
How X bytestrade WorksX bytestrade are short video bytes of exercise that are easy to ldquofitrsquorsquo into your already packed schedule
Each of the four X bytestrade videos is under 65 minutes and can fit into your program as
bullA mid-morning and mid-afternoon energy booster when energy levels are low
bullAn on-demand and on-the-spot time filler when things donrsquot go as planned
bullA new and innovative break that creates a memorable experience for attendees
bullA break room program where videos are looped and people follow along at their leisure
Each X bytestrade break consists of an engaging animation of less than a minute a 21 second introduction and a 5-minute fitness break The video can be shown in its entirety or shortened to fit your event schedule
X bytestrade Features and Benefits
bullBrief ndash can be easily inserted into anymeeting or conference program
bullConvenient social icebreaker ndash can bedone at attendeesrsquo seats or in a break room
bullOn-demand delivery ndash videos provide spontaneous and unlimited use
bullSweat-free ndash attendees exercise in their business attire
bullGentle for every body ndash there are no crazydance moves or awkward yoga poses
bullHealthy and memorable break ndash combats sitting fatigue and learning fatigue
X bytestrade are EASY to UseVideos can be downloaded from the Internet and played on a PC or Mac or web streamed
Custom Branding Options
X bytestrade provides sponsorship appeal Custom video branding brings sponsors memorable prominent and frequent exposure
Copyright copy 2013 All Rights Reserved X bytesTM Exercise BytesTM and the X-Man symbol are trademarks of Exercise Bytes Inc
Animation Introduction Fitness BreakLess than 1 minute 21 seconds 5 minutes
Complete Version (Less than 65 min)Abbreviated Version (55 min)
Short Version (5 min)
Let us show you how on-demand fitness breaks during the day can change your conference experience
infox-bytescom wwwx-bytescom 1-855-8xbytes Xbytes
Is your event jam-packed with sessions
Do you ever need to fill program gaps
Looking for new amp innovative sponsorship opportunities
Want to make your events more memorable
on-demand fitness breaks
PYM LIVE Atlanta | February 19 2014
TEP CATERING [FOOD SPONSOR] At TEP Catering wersquore a family-owned and operated business priding ourselves in serving fresh well-prepared food at an affordable price No matter what the occasion our team will work with you
to create a menu that perfectly suits your occasion and keeps your guests coming back for seconds
Lori Harbin 678-292-5023lharbintepcateringcom tepcateringcom TEPCatering
PEACHTREE TENTS amp EVENTS [LINEN SPONSOR] is the Southeastrsquos premier full service party rental resource for top event and meeting planners We create great experiences by living our beliefs being
kind and respectful an unwavering attention to detail working hard and having fun contributing to our community and encouraging life balance for all of our team We look forward to creating a great experience for you
James Nesmith 404-574-6655jamespeachtreetentscom peachtreetentsandeventscom peachtreetents
S T R AT E G I C PA R T N E R S
Bytestrade
on-demand fitness breaksEXERCISE BYTES (X bytes) are on-demand video fitness breaks for meetings training events conferences and workplaces This new and innovative technology keeps people alert entertained and energized at learning events The breaks are brief sweat-free tailored for participants wearing business attire and for use at their seats Each of the four video breaks integrates easily into the agenda as energy boosters when energy levels are low (mid-morning and mid-afternoon) time fillers to fill unplanned gaps and social icebreakers that build camaraderie Videos can be corporate- branded to attract sponsorship revenue
Kim Bercovitz PhD 855-892-9837kimx-bytescom x-bytescom xbytes
TOPI is the only mobile solution that connects everyone at any event In addition to the basics (content agenda broadcasts attendee profiles sponsoring social network integration
etc) Topi leverages participantsrsquo profiles to create interest-based group conversations Topi also provides a curated environment for private chats audience questions and many other unique features
David Aubespin 866-659-8674davidtopicom topicom topi
PYMSupports
At every event in 2014 wersquoll be collecting unused
soaps and donations for Clean the World an amazing
organization thatrsquos transforming whatrsquos wasted
in this industry into life-saving gifts for people in
need of proper sanitation For more information visit
cleantheworldorg or view the brochure in the digital show guide
SHOWS amp CONCERTS PRIVATE amp GROUP EVENTS THEATRE TOURS FOXTHEATREORG
FOX THEATRE CORPORATE EVENTS
B E G I N M A K I N G M E M O R I E S ndash R E S E R V E A S PA C E AT T H E I CO N I C F O X T H E AT R E F O R Y O U R N E X T B U S I N E S S E V E N T
FOR EVENT SPACE DETAILS VISIT FOXTHEATREORG
PlanYourMeetingscom
NotesPA R T N E R S
Allerton HotelElizabeth Henning312-274-6414ehenningtheallertonhotelcomtheallertonhotelcomallertonhotel
Caesars EntertainmentDerek Harrell702-777-6710dharrellcaesarscomErick Harrell702-777-6710eharrellcaesarscomcaesarsentertainmentcomTotal_Rewards CaesarsEnt
Clarence Brown Conference Center
Melissa Bell770-606-5763mbellbrownconferencecentercombrownconferencecentercomBrownCenter
Copper Mountain ResortCarol Schmidt970-968-2318cschmidtcoppercoloradocomcoppermeetingscomCopperMtn
Dave and BusterrsquosHeather Montgomery678-537-8507heather_montgomery
daveandbusterscom daveandbusterscomDaveandBusters
Douglasville Conference Center
Jennifer Bean678-715-6094beanjdouglasvillegagovvisitdouglasvillecomDouglasvilleCC
Forever Resortsndash Southfork Ranch
Clint Gilliam214-784-5635cgilliamsouthforkranchcomsouthforkranchcomsouthfork_ranch
Greater Raleigh CVBMalinda Harrel CMP CASE919-645-2668mharrellvisitraleighcomvisitraleighcomvisitRaleigh
Hilton New Orleans St Charles Avenue
Troy Dupont504-378-2812troyduponthiltoncomhhstcharlescomhiltonstcharles
Hotel Indigo AthensAbby Hicks706-286-1700abbyhicksindigoathenscomindigoathenscomindigoathens
James H Rainwater Conference Center
Sandra Roose229-219-4405sroosevaldostatourismcomrainwaterconferencecentercomValdostaMeeting
King and Prince ResortBud St Pierre912-268-5003bstpierremmihgcomkingandprincecomkingandprince
Macon Bibb Convention and Visitors Bureau
Kimberly Payne-Ward478-743-1074kpayne-wardvisitmaconorgvisitmaconcommaconmemories
Northwest GA Trade and Convention CtrDalton CVB
Patricia Daniels706-529-5978patriciadaltontradecentercomnwgtcccomvisitdalton
One Ocean Resort amp SpaJeanne Bothwell904-853-2333jeannebothwell
oneoceanresortcomoneoceanresortcomoneoceanresort
Peachtree City CVBNikki Sheets678-216-0282nikkivisitpeachtreecitycomvisitpeachtreecitycomptccvb
Peachtree Tents amp EventsJames Nesmith404-574-6655jamespeachtreetentspeachtreetentsandeventscompeachtreetents
Sandy Springs Hospitality and Tourism
Will Carlson770-206-1445willcarlsonsandyspringsgaorg visitsandyspringsorgSandySprings_HT
Notes
S P E C I A L T H A N K S T O hellip
I F YO U L I K E U S YO U rsquo L L L OV E T H E S E E V E N T S hellip
E V E N T S E R V I C E S
TELL YOUR FRIENDS WErsquoRE COMING
Ezcom3hours yaypym
San FranciscoMar 27 | 3-7pm | Westin St Francis
ChicagoApril 24 | 9am-1pm | Skydeck
AustinMay 21 | 2-7pm | Intercontinental SFA
RaleighJune 26 | Locationtimes TBA
Washington DCJuly 24 | 3-7pm | Smith amp Wollensky
New York CityAug 7 | 9am-1pm | Omni Berkshire Place
DallasAug 26 | 2-7pm | White SpaceBelo Mansion
AtlantaSept 11 | 2-7pm | Marriott Perimeter
DenverOct 22 | 2-7pm | Hyatt Convention Center
HoustonNovember | Locationtimes TBA
Sensational BasketsHelen Taffett770-587-5593helensensationalbasketscomsensationalbasketscomsensationalbkts
Silver Legacy Resort CasinoMeg Kennedy775-325-7346mkennedysilverlegacycomsilverlegacyrenocomsilverlegacy
StayInAtlantacom ampStayInSavannahcomTyler Morgan912-713-7863tylermorganhiltoncomstayinatlantacomstayinsavannahcom
Walt Disney Swan amp DolphinMitch Jordan407-934-4516mjordanswandolphincomswandolphincomswandolphin
Westin Atlanta AirportErin Youngblood404-762-7676erinyoungblood
interstatehotelscomwestincomatlantaairportWestinATLAir
Wyndham Peachtree Hotel amp Conference Center
Jenny Cline770-486-3212jclinewyndhamcomwyndhampcccomWyndhamPeachtre
Zoo Atlanta Special EventsAmanda Wells404-624-5910awellszooatlantaorgzooatlantaorgZooATL
APRIL 15-17 2014
EzcomGMIC2014
Ezcomeventeract
PYM Live Events
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
Pinterestcomplanyrmeetings
Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
flickrcomphotosplanyourmeetings
Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
PlanYourMeetingscom
T I T L E D S P O N S O R
VISIT GREENVILLE SC In recent years Greenville SC has made nearly every Top 10 list imaginable Major accolades regularly roll in from media like Forbes Travel amp Leisure Esquire and Oprah Named a ldquoTop 10 Downtown in Americardquo (Forbes) ldquoAmericarsquos 2nd Best Town Everrdquo (Outside Magazine) ldquoTop 10 Fastest Growing US Citiesrdquo (CNN Money) Greenvillersquos timeless Southern charm is blended with big-city amenities and an unexpectedly cosmopolitan cool Destination highlights include a thriving energized downtown designation as the Southrsquos next big culinary spot a staggering collection of natural attractions and countless ndash and cool ndash things-to-do diversions With a convenient accessible Southeast location 100+ restaurants downtown (600 throughout the destination) 8500 hotel rooms one of the Southeastrsquos largest convention facilities Greenville has venues to fit a wide range of needs size and function types Greenville SC isnrsquot just any Greenville itrsquos that Greenville
Mark Lupfer 864 -421-0000mlupfervisitgreenvillesccom visitgreenvillesccom Greenville_SC
F E AT U R E D PA R T N E R S
LOWCOUNTRY CATERING amp EVENTS [FOOD SPONSOR] LowCountry Catering amp Events has been known for delivering Authentic Carolina Southern Style Cuisine since 1986 Throughout the years families have celebrated reunions weddings
and birthdays with us and we want to extend our southern hospitality to you Whether itrsquos a small gathering of only a few of your closest friends or a special event for thousands our menus can be tailored for every type of occasion Let us show you the best the LowCountry has to offer
Kevin R Johnston CMP 404-835-5357kevinlowcountrybbqcom lowcountrybbqcom lowcountrycue
SONOMA COUNTY TOURISM [WINE SPONSOR] Sonoma County is the ideal destination for meeting planners looking for unique and memorable venues Sonoma County a genuine and adventurous wine country experience is just 30 miles north of San Francisco We may be known for
wine but with 55 miles of Pacific Coastline redwood forests an African safari and a thrilling road course we boast every type of activity ensuring a successful meeting or event
Jamie Ward CMP CTA 936-273-0475 jwardsonomacountycom sonomacountycom InsideSonoma MeetInSonoma
Notes
On-Demand Fitness Breaks that Energize and Attract
Sponsorship Revenue
How X bytestrade WorksX bytestrade are short video bytes of exercise that are easy to ldquofitrsquorsquo into your already packed schedule
Each of the four X bytestrade videos is under 65 minutes and can fit into your program as
bullA mid-morning and mid-afternoon energy booster when energy levels are low
bullAn on-demand and on-the-spot time filler when things donrsquot go as planned
bullA new and innovative break that creates a memorable experience for attendees
bullA break room program where videos are looped and people follow along at their leisure
Each X bytestrade break consists of an engaging animation of less than a minute a 21 second introduction and a 5-minute fitness break The video can be shown in its entirety or shortened to fit your event schedule
X bytestrade Features and Benefits
bullBrief ndash can be easily inserted into anymeeting or conference program
bullConvenient social icebreaker ndash can bedone at attendeesrsquo seats or in a break room
bullOn-demand delivery ndash videos provide spontaneous and unlimited use
bullSweat-free ndash attendees exercise in their business attire
bullGentle for every body ndash there are no crazydance moves or awkward yoga poses
bullHealthy and memorable break ndash combats sitting fatigue and learning fatigue
X bytestrade are EASY to UseVideos can be downloaded from the Internet and played on a PC or Mac or web streamed
Custom Branding Options
X bytestrade provides sponsorship appeal Custom video branding brings sponsors memorable prominent and frequent exposure
Copyright copy 2013 All Rights Reserved X bytesTM Exercise BytesTM and the X-Man symbol are trademarks of Exercise Bytes Inc
Animation Introduction Fitness BreakLess than 1 minute 21 seconds 5 minutes
Complete Version (Less than 65 min)Abbreviated Version (55 min)
Short Version (5 min)
Let us show you how on-demand fitness breaks during the day can change your conference experience
infox-bytescom wwwx-bytescom 1-855-8xbytes Xbytes
Is your event jam-packed with sessions
Do you ever need to fill program gaps
Looking for new amp innovative sponsorship opportunities
Want to make your events more memorable
on-demand fitness breaks
PYM LIVE Atlanta | February 19 2014
TEP CATERING [FOOD SPONSOR] At TEP Catering wersquore a family-owned and operated business priding ourselves in serving fresh well-prepared food at an affordable price No matter what the occasion our team will work with you
to create a menu that perfectly suits your occasion and keeps your guests coming back for seconds
Lori Harbin 678-292-5023lharbintepcateringcom tepcateringcom TEPCatering
PEACHTREE TENTS amp EVENTS [LINEN SPONSOR] is the Southeastrsquos premier full service party rental resource for top event and meeting planners We create great experiences by living our beliefs being
kind and respectful an unwavering attention to detail working hard and having fun contributing to our community and encouraging life balance for all of our team We look forward to creating a great experience for you
James Nesmith 404-574-6655jamespeachtreetentscom peachtreetentsandeventscom peachtreetents
S T R AT E G I C PA R T N E R S
Bytestrade
on-demand fitness breaksEXERCISE BYTES (X bytes) are on-demand video fitness breaks for meetings training events conferences and workplaces This new and innovative technology keeps people alert entertained and energized at learning events The breaks are brief sweat-free tailored for participants wearing business attire and for use at their seats Each of the four video breaks integrates easily into the agenda as energy boosters when energy levels are low (mid-morning and mid-afternoon) time fillers to fill unplanned gaps and social icebreakers that build camaraderie Videos can be corporate- branded to attract sponsorship revenue
Kim Bercovitz PhD 855-892-9837kimx-bytescom x-bytescom xbytes
TOPI is the only mobile solution that connects everyone at any event In addition to the basics (content agenda broadcasts attendee profiles sponsoring social network integration
etc) Topi leverages participantsrsquo profiles to create interest-based group conversations Topi also provides a curated environment for private chats audience questions and many other unique features
David Aubespin 866-659-8674davidtopicom topicom topi
PYMSupports
At every event in 2014 wersquoll be collecting unused
soaps and donations for Clean the World an amazing
organization thatrsquos transforming whatrsquos wasted
in this industry into life-saving gifts for people in
need of proper sanitation For more information visit
cleantheworldorg or view the brochure in the digital show guide
SHOWS amp CONCERTS PRIVATE amp GROUP EVENTS THEATRE TOURS FOXTHEATREORG
FOX THEATRE CORPORATE EVENTS
B E G I N M A K I N G M E M O R I E S ndash R E S E R V E A S PA C E AT T H E I CO N I C F O X T H E AT R E F O R Y O U R N E X T B U S I N E S S E V E N T
FOR EVENT SPACE DETAILS VISIT FOXTHEATREORG
PlanYourMeetingscom
NotesPA R T N E R S
Allerton HotelElizabeth Henning312-274-6414ehenningtheallertonhotelcomtheallertonhotelcomallertonhotel
Caesars EntertainmentDerek Harrell702-777-6710dharrellcaesarscomErick Harrell702-777-6710eharrellcaesarscomcaesarsentertainmentcomTotal_Rewards CaesarsEnt
Clarence Brown Conference Center
Melissa Bell770-606-5763mbellbrownconferencecentercombrownconferencecentercomBrownCenter
Copper Mountain ResortCarol Schmidt970-968-2318cschmidtcoppercoloradocomcoppermeetingscomCopperMtn
Dave and BusterrsquosHeather Montgomery678-537-8507heather_montgomery
daveandbusterscom daveandbusterscomDaveandBusters
Douglasville Conference Center
Jennifer Bean678-715-6094beanjdouglasvillegagovvisitdouglasvillecomDouglasvilleCC
Forever Resortsndash Southfork Ranch
Clint Gilliam214-784-5635cgilliamsouthforkranchcomsouthforkranchcomsouthfork_ranch
Greater Raleigh CVBMalinda Harrel CMP CASE919-645-2668mharrellvisitraleighcomvisitraleighcomvisitRaleigh
Hilton New Orleans St Charles Avenue
Troy Dupont504-378-2812troyduponthiltoncomhhstcharlescomhiltonstcharles
Hotel Indigo AthensAbby Hicks706-286-1700abbyhicksindigoathenscomindigoathenscomindigoathens
James H Rainwater Conference Center
Sandra Roose229-219-4405sroosevaldostatourismcomrainwaterconferencecentercomValdostaMeeting
King and Prince ResortBud St Pierre912-268-5003bstpierremmihgcomkingandprincecomkingandprince
Macon Bibb Convention and Visitors Bureau
Kimberly Payne-Ward478-743-1074kpayne-wardvisitmaconorgvisitmaconcommaconmemories
Northwest GA Trade and Convention CtrDalton CVB
Patricia Daniels706-529-5978patriciadaltontradecentercomnwgtcccomvisitdalton
One Ocean Resort amp SpaJeanne Bothwell904-853-2333jeannebothwell
oneoceanresortcomoneoceanresortcomoneoceanresort
Peachtree City CVBNikki Sheets678-216-0282nikkivisitpeachtreecitycomvisitpeachtreecitycomptccvb
Peachtree Tents amp EventsJames Nesmith404-574-6655jamespeachtreetentspeachtreetentsandeventscompeachtreetents
Sandy Springs Hospitality and Tourism
Will Carlson770-206-1445willcarlsonsandyspringsgaorg visitsandyspringsorgSandySprings_HT
Notes
S P E C I A L T H A N K S T O hellip
I F YO U L I K E U S YO U rsquo L L L OV E T H E S E E V E N T S hellip
E V E N T S E R V I C E S
TELL YOUR FRIENDS WErsquoRE COMING
Ezcom3hours yaypym
San FranciscoMar 27 | 3-7pm | Westin St Francis
ChicagoApril 24 | 9am-1pm | Skydeck
AustinMay 21 | 2-7pm | Intercontinental SFA
RaleighJune 26 | Locationtimes TBA
Washington DCJuly 24 | 3-7pm | Smith amp Wollensky
New York CityAug 7 | 9am-1pm | Omni Berkshire Place
DallasAug 26 | 2-7pm | White SpaceBelo Mansion
AtlantaSept 11 | 2-7pm | Marriott Perimeter
DenverOct 22 | 2-7pm | Hyatt Convention Center
HoustonNovember | Locationtimes TBA
Sensational BasketsHelen Taffett770-587-5593helensensationalbasketscomsensationalbasketscomsensationalbkts
Silver Legacy Resort CasinoMeg Kennedy775-325-7346mkennedysilverlegacycomsilverlegacyrenocomsilverlegacy
StayInAtlantacom ampStayInSavannahcomTyler Morgan912-713-7863tylermorganhiltoncomstayinatlantacomstayinsavannahcom
Walt Disney Swan amp DolphinMitch Jordan407-934-4516mjordanswandolphincomswandolphincomswandolphin
Westin Atlanta AirportErin Youngblood404-762-7676erinyoungblood
interstatehotelscomwestincomatlantaairportWestinATLAir
Wyndham Peachtree Hotel amp Conference Center
Jenny Cline770-486-3212jclinewyndhamcomwyndhampcccomWyndhamPeachtre
Zoo Atlanta Special EventsAmanda Wells404-624-5910awellszooatlantaorgzooatlantaorgZooATL
APRIL 15-17 2014
EzcomGMIC2014
Ezcomeventeract
PYM Live Events
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
Pinterestcomplanyrmeetings
Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
flickrcomphotosplanyourmeetings
Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
On-Demand Fitness Breaks that Energize and Attract
Sponsorship Revenue
How X bytestrade WorksX bytestrade are short video bytes of exercise that are easy to ldquofitrsquorsquo into your already packed schedule
Each of the four X bytestrade videos is under 65 minutes and can fit into your program as
bullA mid-morning and mid-afternoon energy booster when energy levels are low
bullAn on-demand and on-the-spot time filler when things donrsquot go as planned
bullA new and innovative break that creates a memorable experience for attendees
bullA break room program where videos are looped and people follow along at their leisure
Each X bytestrade break consists of an engaging animation of less than a minute a 21 second introduction and a 5-minute fitness break The video can be shown in its entirety or shortened to fit your event schedule
X bytestrade Features and Benefits
bullBrief ndash can be easily inserted into anymeeting or conference program
bullConvenient social icebreaker ndash can bedone at attendeesrsquo seats or in a break room
bullOn-demand delivery ndash videos provide spontaneous and unlimited use
bullSweat-free ndash attendees exercise in their business attire
bullGentle for every body ndash there are no crazydance moves or awkward yoga poses
bullHealthy and memorable break ndash combats sitting fatigue and learning fatigue
X bytestrade are EASY to UseVideos can be downloaded from the Internet and played on a PC or Mac or web streamed
Custom Branding Options
X bytestrade provides sponsorship appeal Custom video branding brings sponsors memorable prominent and frequent exposure
Copyright copy 2013 All Rights Reserved X bytesTM Exercise BytesTM and the X-Man symbol are trademarks of Exercise Bytes Inc
Animation Introduction Fitness BreakLess than 1 minute 21 seconds 5 minutes
Complete Version (Less than 65 min)Abbreviated Version (55 min)
Short Version (5 min)
Let us show you how on-demand fitness breaks during the day can change your conference experience
infox-bytescom wwwx-bytescom 1-855-8xbytes Xbytes
Is your event jam-packed with sessions
Do you ever need to fill program gaps
Looking for new amp innovative sponsorship opportunities
Want to make your events more memorable
on-demand fitness breaks
PYM LIVE Atlanta | February 19 2014
TEP CATERING [FOOD SPONSOR] At TEP Catering wersquore a family-owned and operated business priding ourselves in serving fresh well-prepared food at an affordable price No matter what the occasion our team will work with you
to create a menu that perfectly suits your occasion and keeps your guests coming back for seconds
Lori Harbin 678-292-5023lharbintepcateringcom tepcateringcom TEPCatering
PEACHTREE TENTS amp EVENTS [LINEN SPONSOR] is the Southeastrsquos premier full service party rental resource for top event and meeting planners We create great experiences by living our beliefs being
kind and respectful an unwavering attention to detail working hard and having fun contributing to our community and encouraging life balance for all of our team We look forward to creating a great experience for you
James Nesmith 404-574-6655jamespeachtreetentscom peachtreetentsandeventscom peachtreetents
S T R AT E G I C PA R T N E R S
Bytestrade
on-demand fitness breaksEXERCISE BYTES (X bytes) are on-demand video fitness breaks for meetings training events conferences and workplaces This new and innovative technology keeps people alert entertained and energized at learning events The breaks are brief sweat-free tailored for participants wearing business attire and for use at their seats Each of the four video breaks integrates easily into the agenda as energy boosters when energy levels are low (mid-morning and mid-afternoon) time fillers to fill unplanned gaps and social icebreakers that build camaraderie Videos can be corporate- branded to attract sponsorship revenue
Kim Bercovitz PhD 855-892-9837kimx-bytescom x-bytescom xbytes
TOPI is the only mobile solution that connects everyone at any event In addition to the basics (content agenda broadcasts attendee profiles sponsoring social network integration
etc) Topi leverages participantsrsquo profiles to create interest-based group conversations Topi also provides a curated environment for private chats audience questions and many other unique features
David Aubespin 866-659-8674davidtopicom topicom topi
PYMSupports
At every event in 2014 wersquoll be collecting unused
soaps and donations for Clean the World an amazing
organization thatrsquos transforming whatrsquos wasted
in this industry into life-saving gifts for people in
need of proper sanitation For more information visit
cleantheworldorg or view the brochure in the digital show guide
SHOWS amp CONCERTS PRIVATE amp GROUP EVENTS THEATRE TOURS FOXTHEATREORG
FOX THEATRE CORPORATE EVENTS
B E G I N M A K I N G M E M O R I E S ndash R E S E R V E A S PA C E AT T H E I CO N I C F O X T H E AT R E F O R Y O U R N E X T B U S I N E S S E V E N T
FOR EVENT SPACE DETAILS VISIT FOXTHEATREORG
PlanYourMeetingscom
NotesPA R T N E R S
Allerton HotelElizabeth Henning312-274-6414ehenningtheallertonhotelcomtheallertonhotelcomallertonhotel
Caesars EntertainmentDerek Harrell702-777-6710dharrellcaesarscomErick Harrell702-777-6710eharrellcaesarscomcaesarsentertainmentcomTotal_Rewards CaesarsEnt
Clarence Brown Conference Center
Melissa Bell770-606-5763mbellbrownconferencecentercombrownconferencecentercomBrownCenter
Copper Mountain ResortCarol Schmidt970-968-2318cschmidtcoppercoloradocomcoppermeetingscomCopperMtn
Dave and BusterrsquosHeather Montgomery678-537-8507heather_montgomery
daveandbusterscom daveandbusterscomDaveandBusters
Douglasville Conference Center
Jennifer Bean678-715-6094beanjdouglasvillegagovvisitdouglasvillecomDouglasvilleCC
Forever Resortsndash Southfork Ranch
Clint Gilliam214-784-5635cgilliamsouthforkranchcomsouthforkranchcomsouthfork_ranch
Greater Raleigh CVBMalinda Harrel CMP CASE919-645-2668mharrellvisitraleighcomvisitraleighcomvisitRaleigh
Hilton New Orleans St Charles Avenue
Troy Dupont504-378-2812troyduponthiltoncomhhstcharlescomhiltonstcharles
Hotel Indigo AthensAbby Hicks706-286-1700abbyhicksindigoathenscomindigoathenscomindigoathens
James H Rainwater Conference Center
Sandra Roose229-219-4405sroosevaldostatourismcomrainwaterconferencecentercomValdostaMeeting
King and Prince ResortBud St Pierre912-268-5003bstpierremmihgcomkingandprincecomkingandprince
Macon Bibb Convention and Visitors Bureau
Kimberly Payne-Ward478-743-1074kpayne-wardvisitmaconorgvisitmaconcommaconmemories
Northwest GA Trade and Convention CtrDalton CVB
Patricia Daniels706-529-5978patriciadaltontradecentercomnwgtcccomvisitdalton
One Ocean Resort amp SpaJeanne Bothwell904-853-2333jeannebothwell
oneoceanresortcomoneoceanresortcomoneoceanresort
Peachtree City CVBNikki Sheets678-216-0282nikkivisitpeachtreecitycomvisitpeachtreecitycomptccvb
Peachtree Tents amp EventsJames Nesmith404-574-6655jamespeachtreetentspeachtreetentsandeventscompeachtreetents
Sandy Springs Hospitality and Tourism
Will Carlson770-206-1445willcarlsonsandyspringsgaorg visitsandyspringsorgSandySprings_HT
Notes
S P E C I A L T H A N K S T O hellip
I F YO U L I K E U S YO U rsquo L L L OV E T H E S E E V E N T S hellip
E V E N T S E R V I C E S
TELL YOUR FRIENDS WErsquoRE COMING
Ezcom3hours yaypym
San FranciscoMar 27 | 3-7pm | Westin St Francis
ChicagoApril 24 | 9am-1pm | Skydeck
AustinMay 21 | 2-7pm | Intercontinental SFA
RaleighJune 26 | Locationtimes TBA
Washington DCJuly 24 | 3-7pm | Smith amp Wollensky
New York CityAug 7 | 9am-1pm | Omni Berkshire Place
DallasAug 26 | 2-7pm | White SpaceBelo Mansion
AtlantaSept 11 | 2-7pm | Marriott Perimeter
DenverOct 22 | 2-7pm | Hyatt Convention Center
HoustonNovember | Locationtimes TBA
Sensational BasketsHelen Taffett770-587-5593helensensationalbasketscomsensationalbasketscomsensationalbkts
Silver Legacy Resort CasinoMeg Kennedy775-325-7346mkennedysilverlegacycomsilverlegacyrenocomsilverlegacy
StayInAtlantacom ampStayInSavannahcomTyler Morgan912-713-7863tylermorganhiltoncomstayinatlantacomstayinsavannahcom
Walt Disney Swan amp DolphinMitch Jordan407-934-4516mjordanswandolphincomswandolphincomswandolphin
Westin Atlanta AirportErin Youngblood404-762-7676erinyoungblood
interstatehotelscomwestincomatlantaairportWestinATLAir
Wyndham Peachtree Hotel amp Conference Center
Jenny Cline770-486-3212jclinewyndhamcomwyndhampcccomWyndhamPeachtre
Zoo Atlanta Special EventsAmanda Wells404-624-5910awellszooatlantaorgzooatlantaorgZooATL
APRIL 15-17 2014
EzcomGMIC2014
Ezcomeventeract
PYM Live Events
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
Pinterestcomplanyrmeetings
Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
flickrcomphotosplanyourmeetings
Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
PYM LIVE Atlanta | February 19 2014
TEP CATERING [FOOD SPONSOR] At TEP Catering wersquore a family-owned and operated business priding ourselves in serving fresh well-prepared food at an affordable price No matter what the occasion our team will work with you
to create a menu that perfectly suits your occasion and keeps your guests coming back for seconds
Lori Harbin 678-292-5023lharbintepcateringcom tepcateringcom TEPCatering
PEACHTREE TENTS amp EVENTS [LINEN SPONSOR] is the Southeastrsquos premier full service party rental resource for top event and meeting planners We create great experiences by living our beliefs being
kind and respectful an unwavering attention to detail working hard and having fun contributing to our community and encouraging life balance for all of our team We look forward to creating a great experience for you
James Nesmith 404-574-6655jamespeachtreetentscom peachtreetentsandeventscom peachtreetents
S T R AT E G I C PA R T N E R S
Bytestrade
on-demand fitness breaksEXERCISE BYTES (X bytes) are on-demand video fitness breaks for meetings training events conferences and workplaces This new and innovative technology keeps people alert entertained and energized at learning events The breaks are brief sweat-free tailored for participants wearing business attire and for use at their seats Each of the four video breaks integrates easily into the agenda as energy boosters when energy levels are low (mid-morning and mid-afternoon) time fillers to fill unplanned gaps and social icebreakers that build camaraderie Videos can be corporate- branded to attract sponsorship revenue
Kim Bercovitz PhD 855-892-9837kimx-bytescom x-bytescom xbytes
TOPI is the only mobile solution that connects everyone at any event In addition to the basics (content agenda broadcasts attendee profiles sponsoring social network integration
etc) Topi leverages participantsrsquo profiles to create interest-based group conversations Topi also provides a curated environment for private chats audience questions and many other unique features
David Aubespin 866-659-8674davidtopicom topicom topi
PYMSupports
At every event in 2014 wersquoll be collecting unused
soaps and donations for Clean the World an amazing
organization thatrsquos transforming whatrsquos wasted
in this industry into life-saving gifts for people in
need of proper sanitation For more information visit
cleantheworldorg or view the brochure in the digital show guide
SHOWS amp CONCERTS PRIVATE amp GROUP EVENTS THEATRE TOURS FOXTHEATREORG
FOX THEATRE CORPORATE EVENTS
B E G I N M A K I N G M E M O R I E S ndash R E S E R V E A S PA C E AT T H E I CO N I C F O X T H E AT R E F O R Y O U R N E X T B U S I N E S S E V E N T
FOR EVENT SPACE DETAILS VISIT FOXTHEATREORG
PlanYourMeetingscom
NotesPA R T N E R S
Allerton HotelElizabeth Henning312-274-6414ehenningtheallertonhotelcomtheallertonhotelcomallertonhotel
Caesars EntertainmentDerek Harrell702-777-6710dharrellcaesarscomErick Harrell702-777-6710eharrellcaesarscomcaesarsentertainmentcomTotal_Rewards CaesarsEnt
Clarence Brown Conference Center
Melissa Bell770-606-5763mbellbrownconferencecentercombrownconferencecentercomBrownCenter
Copper Mountain ResortCarol Schmidt970-968-2318cschmidtcoppercoloradocomcoppermeetingscomCopperMtn
Dave and BusterrsquosHeather Montgomery678-537-8507heather_montgomery
daveandbusterscom daveandbusterscomDaveandBusters
Douglasville Conference Center
Jennifer Bean678-715-6094beanjdouglasvillegagovvisitdouglasvillecomDouglasvilleCC
Forever Resortsndash Southfork Ranch
Clint Gilliam214-784-5635cgilliamsouthforkranchcomsouthforkranchcomsouthfork_ranch
Greater Raleigh CVBMalinda Harrel CMP CASE919-645-2668mharrellvisitraleighcomvisitraleighcomvisitRaleigh
Hilton New Orleans St Charles Avenue
Troy Dupont504-378-2812troyduponthiltoncomhhstcharlescomhiltonstcharles
Hotel Indigo AthensAbby Hicks706-286-1700abbyhicksindigoathenscomindigoathenscomindigoathens
James H Rainwater Conference Center
Sandra Roose229-219-4405sroosevaldostatourismcomrainwaterconferencecentercomValdostaMeeting
King and Prince ResortBud St Pierre912-268-5003bstpierremmihgcomkingandprincecomkingandprince
Macon Bibb Convention and Visitors Bureau
Kimberly Payne-Ward478-743-1074kpayne-wardvisitmaconorgvisitmaconcommaconmemories
Northwest GA Trade and Convention CtrDalton CVB
Patricia Daniels706-529-5978patriciadaltontradecentercomnwgtcccomvisitdalton
One Ocean Resort amp SpaJeanne Bothwell904-853-2333jeannebothwell
oneoceanresortcomoneoceanresortcomoneoceanresort
Peachtree City CVBNikki Sheets678-216-0282nikkivisitpeachtreecitycomvisitpeachtreecitycomptccvb
Peachtree Tents amp EventsJames Nesmith404-574-6655jamespeachtreetentspeachtreetentsandeventscompeachtreetents
Sandy Springs Hospitality and Tourism
Will Carlson770-206-1445willcarlsonsandyspringsgaorg visitsandyspringsorgSandySprings_HT
Notes
S P E C I A L T H A N K S T O hellip
I F YO U L I K E U S YO U rsquo L L L OV E T H E S E E V E N T S hellip
E V E N T S E R V I C E S
TELL YOUR FRIENDS WErsquoRE COMING
Ezcom3hours yaypym
San FranciscoMar 27 | 3-7pm | Westin St Francis
ChicagoApril 24 | 9am-1pm | Skydeck
AustinMay 21 | 2-7pm | Intercontinental SFA
RaleighJune 26 | Locationtimes TBA
Washington DCJuly 24 | 3-7pm | Smith amp Wollensky
New York CityAug 7 | 9am-1pm | Omni Berkshire Place
DallasAug 26 | 2-7pm | White SpaceBelo Mansion
AtlantaSept 11 | 2-7pm | Marriott Perimeter
DenverOct 22 | 2-7pm | Hyatt Convention Center
HoustonNovember | Locationtimes TBA
Sensational BasketsHelen Taffett770-587-5593helensensationalbasketscomsensationalbasketscomsensationalbkts
Silver Legacy Resort CasinoMeg Kennedy775-325-7346mkennedysilverlegacycomsilverlegacyrenocomsilverlegacy
StayInAtlantacom ampStayInSavannahcomTyler Morgan912-713-7863tylermorganhiltoncomstayinatlantacomstayinsavannahcom
Walt Disney Swan amp DolphinMitch Jordan407-934-4516mjordanswandolphincomswandolphincomswandolphin
Westin Atlanta AirportErin Youngblood404-762-7676erinyoungblood
interstatehotelscomwestincomatlantaairportWestinATLAir
Wyndham Peachtree Hotel amp Conference Center
Jenny Cline770-486-3212jclinewyndhamcomwyndhampcccomWyndhamPeachtre
Zoo Atlanta Special EventsAmanda Wells404-624-5910awellszooatlantaorgzooatlantaorgZooATL
APRIL 15-17 2014
EzcomGMIC2014
Ezcomeventeract
PYM Live Events
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
Pinterestcomplanyrmeetings
Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
flickrcomphotosplanyourmeetings
Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
PlanYourMeetingscom
NotesPA R T N E R S
Allerton HotelElizabeth Henning312-274-6414ehenningtheallertonhotelcomtheallertonhotelcomallertonhotel
Caesars EntertainmentDerek Harrell702-777-6710dharrellcaesarscomErick Harrell702-777-6710eharrellcaesarscomcaesarsentertainmentcomTotal_Rewards CaesarsEnt
Clarence Brown Conference Center
Melissa Bell770-606-5763mbellbrownconferencecentercombrownconferencecentercomBrownCenter
Copper Mountain ResortCarol Schmidt970-968-2318cschmidtcoppercoloradocomcoppermeetingscomCopperMtn
Dave and BusterrsquosHeather Montgomery678-537-8507heather_montgomery
daveandbusterscom daveandbusterscomDaveandBusters
Douglasville Conference Center
Jennifer Bean678-715-6094beanjdouglasvillegagovvisitdouglasvillecomDouglasvilleCC
Forever Resortsndash Southfork Ranch
Clint Gilliam214-784-5635cgilliamsouthforkranchcomsouthforkranchcomsouthfork_ranch
Greater Raleigh CVBMalinda Harrel CMP CASE919-645-2668mharrellvisitraleighcomvisitraleighcomvisitRaleigh
Hilton New Orleans St Charles Avenue
Troy Dupont504-378-2812troyduponthiltoncomhhstcharlescomhiltonstcharles
Hotel Indigo AthensAbby Hicks706-286-1700abbyhicksindigoathenscomindigoathenscomindigoathens
James H Rainwater Conference Center
Sandra Roose229-219-4405sroosevaldostatourismcomrainwaterconferencecentercomValdostaMeeting
King and Prince ResortBud St Pierre912-268-5003bstpierremmihgcomkingandprincecomkingandprince
Macon Bibb Convention and Visitors Bureau
Kimberly Payne-Ward478-743-1074kpayne-wardvisitmaconorgvisitmaconcommaconmemories
Northwest GA Trade and Convention CtrDalton CVB
Patricia Daniels706-529-5978patriciadaltontradecentercomnwgtcccomvisitdalton
One Ocean Resort amp SpaJeanne Bothwell904-853-2333jeannebothwell
oneoceanresortcomoneoceanresortcomoneoceanresort
Peachtree City CVBNikki Sheets678-216-0282nikkivisitpeachtreecitycomvisitpeachtreecitycomptccvb
Peachtree Tents amp EventsJames Nesmith404-574-6655jamespeachtreetentspeachtreetentsandeventscompeachtreetents
Sandy Springs Hospitality and Tourism
Will Carlson770-206-1445willcarlsonsandyspringsgaorg visitsandyspringsorgSandySprings_HT
Notes
S P E C I A L T H A N K S T O hellip
I F YO U L I K E U S YO U rsquo L L L OV E T H E S E E V E N T S hellip
E V E N T S E R V I C E S
TELL YOUR FRIENDS WErsquoRE COMING
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San FranciscoMar 27 | 3-7pm | Westin St Francis
ChicagoApril 24 | 9am-1pm | Skydeck
AustinMay 21 | 2-7pm | Intercontinental SFA
RaleighJune 26 | Locationtimes TBA
Washington DCJuly 24 | 3-7pm | Smith amp Wollensky
New York CityAug 7 | 9am-1pm | Omni Berkshire Place
DallasAug 26 | 2-7pm | White SpaceBelo Mansion
AtlantaSept 11 | 2-7pm | Marriott Perimeter
DenverOct 22 | 2-7pm | Hyatt Convention Center
HoustonNovember | Locationtimes TBA
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Walt Disney Swan amp DolphinMitch Jordan407-934-4516mjordanswandolphincomswandolphincomswandolphin
Westin Atlanta AirportErin Youngblood404-762-7676erinyoungblood
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APRIL 15-17 2014
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PYM Live Events
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
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and Google Play stores
Then scan the magazine
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and see what we mean
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Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
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Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
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PYM LIVE Atlanta | February 19 2014
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
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These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
Notes
S P E C I A L T H A N K S T O hellip
I F YO U L I K E U S YO U rsquo L L L OV E T H E S E E V E N T S hellip
E V E N T S E R V I C E S
TELL YOUR FRIENDS WErsquoRE COMING
Ezcom3hours yaypym
San FranciscoMar 27 | 3-7pm | Westin St Francis
ChicagoApril 24 | 9am-1pm | Skydeck
AustinMay 21 | 2-7pm | Intercontinental SFA
RaleighJune 26 | Locationtimes TBA
Washington DCJuly 24 | 3-7pm | Smith amp Wollensky
New York CityAug 7 | 9am-1pm | Omni Berkshire Place
DallasAug 26 | 2-7pm | White SpaceBelo Mansion
AtlantaSept 11 | 2-7pm | Marriott Perimeter
DenverOct 22 | 2-7pm | Hyatt Convention Center
HoustonNovember | Locationtimes TBA
Sensational BasketsHelen Taffett770-587-5593helensensationalbasketscomsensationalbasketscomsensationalbkts
Silver Legacy Resort CasinoMeg Kennedy775-325-7346mkennedysilverlegacycomsilverlegacyrenocomsilverlegacy
StayInAtlantacom ampStayInSavannahcomTyler Morgan912-713-7863tylermorganhiltoncomstayinatlantacomstayinsavannahcom
Walt Disney Swan amp DolphinMitch Jordan407-934-4516mjordanswandolphincomswandolphincomswandolphin
Westin Atlanta AirportErin Youngblood404-762-7676erinyoungblood
interstatehotelscomwestincomatlantaairportWestinATLAir
Wyndham Peachtree Hotel amp Conference Center
Jenny Cline770-486-3212jclinewyndhamcomwyndhampcccomWyndhamPeachtre
Zoo Atlanta Special EventsAmanda Wells404-624-5910awellszooatlantaorgzooatlantaorgZooATL
APRIL 15-17 2014
EzcomGMIC2014
Ezcomeventeract
PYM Live Events
PYM LIVE Atlanta | February 19 2014
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
Pinterestcomplanyrmeetings
Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
flickrcomphotosplanyourmeetings
Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
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Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
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These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
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Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
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5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
PlanYourMeetingscom
F O O D amp W I N E I N F O
Pulled pork croustinis
Whiskey glazed beef tenderloin
Salmon with dill amp capers
Artichoke souffleacute
SNACKEggplant Caponata
Carmelized Vidalia Onion amp Thyme DipSmokey Chili Lime Hummus
served with pita chips
SWEET amp SALTY SNACKChex Mix Cheddar Goldfish MampMrsquos
and Chocolate Crunch
PASSED HORS DrsquoOEUVRESMabeleng Mushrooms Crostini (vegan)
Proschiutto Wrapped Melon SkewerLime Cilantro Chicken Salad Cornet
About Francis Ford Coppola Wineryrsquos Directorrsquos Cut winesWhen the Coppola family decided to construct a winery resort in Sonoma County they felt strongly about giving head
winemaker Corey Beck a Sonoma County native the opportunity to make wines that reflected his own vision of the quintessential Sonoma wine Directorrsquos Cut became that endeavor mdash limited production appellation-designate wines sourced from Sonomarsquos diverse and distinctive microclimates Named after the version of a film that most reflects the directorrsquos vision the Directorrsquos Cut wines represent our winemakerrsquos vision of varietal wines which express true appellation character
In addition every bottle of Directorrsquos Cut pays homage to the history of filmmaking with its wraparound label designed after a Zoetrope strip one of the earliest moving picture devices Each Directorrsquos Cut label is a replica of a strip from Francisrsquo personal Zoetrope collection During PYM LIVE Atlanta yoursquoll be tasting the Sauvignon Blanc and Zinfandel For more information go to FrancisFordCoppolaWinerycom or follow Coppola_Wine
Directorrsquos Cut Alexander Valley Sauvignon Blanc tasting notesCrafted in a new-world style our wine bestows a silky palate and dazzling perfume of citrus tropical fruit and flowers Zesty notes of lime tangerine and pink grapefruit are layered with juicy flavors of peaches and guava mdash all kissed by a hint of minerals to create a contemporary wine that is luscious and vibrantDirectorrsquos Cut Dry Creek Valley Zinfandel tasting notesMade with fruit grown entirely in the Dry Creek Valley appellation where the combination of climate and location produces excellent Zinfandel fruit with intensely concentrated flavor Half of the fruit was crushed whole and the must (seeds and skins) was fermented in open-top fermentors for maximum color extraction and flavor enhancement
With this wine we enjoyed using a combination of French and American oak barrels because we have a very good American oak supplier whose barrels impart a rich mocha-espresso nuance that really blends well with our wine Our 2011 Zinfandel offers texture and body plus an exotic perfume of marion berries cherry liqueur and anise Sweet juicy impressions of plums and mixed berries mingle with notes of chocolate and nutmeg Yoursquoll also detect a hint of sandalwood
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
Pinterestcomplanyrmeetings
Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
flickrcomphotosplanyourmeetings
Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
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Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
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These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
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5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device Download the
FREE PYM+ app from Apple
and Google Play stores
Then scan the magazine
above with the PYM+ app
and see what we mean
SUBSCRIPTIONS ARE FREEEzcompymsubscribe
issuucomplanyourmeetings
Volume 18 Issue 2 bull 20132014$15 US
DESIGNING MEETINGS THAT INSPIREP 10
BECOME WHO YOU SAY YOU ARE P 19
CREATING A CULTURE OF INCLUSION P 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P 28
AUGMENTED EDITIONSEE PAGES 3 amp 6 FOR DETAILS
201314 DIGITAL ISSUE NOW ONLINE
ARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your
stories seeing your pictures and getting to know more
about you and your events Please connect with us on
Facebook Twitter LinkedIn Google Plus Instagram
Pinterest YouTube and Flickr and share your work images
and ideas with us Donrsquot forget to tag your images tweets
and posts with yaypym
Plan well and prosper friends
facebookcomPlanYourMeetings
planyourmeetingsyaypym
twittercomPlanYrMeetings
+ PYMLive
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Plan Your Meetings
youtubecomPlanYourMeetings
Plan Your Meetings+ community
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Thank you for attendingPYM LIVE Atlanta
Come back Feb 28 for more foody fun at the Fox Theatre
Discounted VIP tickets for Alton Brown
are available for as low as $3250
VIP Packages include bull A pre-show meet-and-greet bull A photo opportunity with Alton bull A pre-signed 8x10 photo
To claim your seat visit Ezcomaltonbrown and enter the code FRIENDS
Larr
y D
Mo
ore
CC
BY-
SA
30
PYM LIVE Atlanta | February 19 2014
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Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
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These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
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Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
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5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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Lose the Spiral Notebook for GoodA guide to some of the best tech tools for planners on the go (and who isnrsquot)
By STORMI BOYD
Event professionals will tell you that the ability to work efficiently outside the office is a necessity With the increase of tablet technology the need to carry around a paper binder or a heavy laptop is nearly obsolete With the right tools I can quickly accomplish anything while off-site So what are the tools that work (or donrsquot) for the planner on the go
A keyboard is imperative because it turns your iPad into a word processor that rivals any laptop I suggest using a keyboard that is part of a case such as a ZAGGfolio The Brookstone KeyboardPro has a magnetized keyboard that is removable Itrsquos particularly effective to use on a desk surface because that allows you to change the orientation of your screen (landscapeportrait) which the ZAGGgmate does not Planners say that they donrsquot want to loose the sensation of writing because it helps them remember details So a stylus is almost as important as a good keyboard There are many styluses on the market and most have a round rubber tip The best stylus for me has been the JotPro by Adonit It has a clear plastic disk and ballpoint head which allows for greater swivel and feels more like the weight of a real pen This stylus along with the app Noteshelf lets me get entirely away from spiral notebooks
Some of us spend time buying expensive external hardware such as a portable scanner These are great for scanning documents and even though they are small they are cumbersome to pack The solution for me has been a FREE app called Genius Scan that allows you to snap a picture of a document and convert it to a PDF You then open it in a PDF annotate program (GoodNotes iAnnotate) and make notes or sign it Very quick and nothing extra to pack
A huge misconception about moving away from paper and relying solely on tablet technology is that the battery life on an iPad will not last There are many external charging options available for planners on the go Irsquom a big fan of external battery packs that can come in many forms The Mophie Juice Pack fits in your palm and can be plugged into any device The best gadget Irsquove found is the Powerbag by Ful which becomes a mobile charging station with several connections Imagine being able to charge multiple devices at the same time while walking around No more stopping to look for an outlet The Powerbag is available in several styles and has been a lifesaver for me
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These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
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Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
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5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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These small tools along with highly productive apps such as Dropbox and QuickOffice make the job of the road warrior event professional easier They put all of our necessary documents at our fingertips Gone are the days of carrying a heavy paper binder or pulling your laptop out at the security checkpoint
Stormi Boyd CMP CMM is the senior events amp convention manager for Keller Williams Realty International She has been in the event industry for more than 14 years and has planned events ranging in size from two to 11000 people She serves on multiple committees for PCMA and MPI local chapters and enjoys sharing her knowledge with event professionals She is an expert with live-event production and mobile tablet technology Find her on LinkedIn and follow her on Twitter (stormisee)
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Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
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5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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Bag it 5 Must-haves for Those On-the-go
By MELISSA WASHINGTON
As a frequent international traveler Irsquove quickly learned the dos and donrsquots of travel mdash by train plane and automobile mdash and learned from my mistakes what drives me crazy and in turn vowed not to let it happen again if therersquos something I can do about it
I have special timesaving tactics that can help me be best prepared for an easygoing business trip Granted you canrsquot keep the flight from departing late or getting canceled but you can always find ways to be a more efficient traveler Here are five recommended items I carry with me in my travel bag at all times
1) Portable phone charger Gone are the days of using cellphones for phone calls only By using our phones to multitask the battery powers dwindle much quicker An easily accessible compact phone charger is a must Check out Halo for some trendy pocket-size gadgets or go solar with Goal Zero
2) Power strip It can be extremely frustrating trying to find an available outlet at the airport to charge up pre-flight A power strip lets you charge multiple devices while also sharing with others Itrsquoll also come in handy at the hotel room in case it lacks a convenient outlet next to the nightstand
3) Empty sunglasses case Use these to house your phone and electronic cords
4) Global Entry Card When yoursquove traveled out of the country the Global Entry Card helps you get back into the United States much more quickly And with the recent launch of TSA pre-check travelers can keep shoes and jackets on and leave laptops and liquids in their carry-on bags Check out Clear Me a program that helps travelers expedite their trips through security checkpoints Enrolling in any or all of these programs makes traveling a lot less stressful
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5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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5) Hotel and airline program cards Racking up frequent-flier and travel miles with your favorite hotels and airlines is always beneficial Keep your wallet extra light by entering all program card information into a safe and secure place on your iPhone or mobile device for easy access on-the-go
Melissa Washington is owner of SmartNet Strategies a company she founded in California in 2010 She speaks does workshops and gives webinars on such topics as LinkedIn (using this dynamic platform for job seeking recruiting selling researching and collaborating) and job search techniques She also does corporate event planning SmartNet Strategies is a Certified Veteran Enterprise (CVE) and a California Certified Small Business She is a US Navy veteran
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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The Best RFPs According to Hotel Salespeople
By TERRY MATTHEWS-LOMBARDO CMP
Welcome to 2014 where itrsquos a sellerrsquos market again If yoursquore a supplier yoursquore happy to be deluged with business but for planners mdash yikes During these periods two of the biggest concerns for planners should be
bull The need to search further in advance for your preferred meeting dates
bull The need to make your RFPs stand out among all others
We canrsquot help you convince your boss to give you more lead time on the events that will come your way but we can offer some guidelines to help you get your request for proposals front and center on hotel sales desks This list has been compiled with the help of actual real live hotel salespeople
1) Historical information about the proposed meeting
If your meeting has been held in the past provide the group history even if it varies slightly from what yoursquore now asking Dates rates locations (include hotel [s] and city) number of attendees and notes about any outstanding conditions that may have impacted the outcome ie ldquoheld during terrible snowstorm even after major airport closuresrdquo or ldquofirst year we announced new product rollout so attendance was extremely highrdquo In short provide anything to explain major differences between past pickup and future forecasts
If your RFP is for a brand-new never-held-before meeting you still need to provide some notes such as ldquorequired attendance for all company divisionsrdquo or ldquofour-city tour of new CEOrdquo that will help sell your program to hotels Yes you read that correctly In a sellerrsquos market the planner has to create interest in his or her meeting with every hotel approached The more compelling your background information the more attractive your business becomes
2) A rough draft of the proposed itinerary
Donrsquot just say ldquolots of breakoutsrdquo Take time to sketch out a brief agenda and make sure to mark it ldquoDRAFTrdquo Even if yoursquore guessing andor reading between the lines of what your boss may want the draft will need to be done at some point So do it early and give it to the hotels
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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3) Clearly define your timelines and expectations
If you need a response yesterday mark your RFP as urgent But be forewarned if a hotel jumps through hoops to respond yoursquod better be prepared to give them an expeditious answer Nothing seems to irritate hotels more than having their ldquowe-turned-this-around-in-24-hours RFPrdquo sit on a plannerrsquos desk indefinitely Since itrsquos a sellerrsquos market when you do get that RFP back the hotel will have clearly laid out the terms and dates of their proposal Procrastinating planners will probably not fare well with hotels inundated with RFPs
4) Identify your top two or three deal-breakers
In a perfect world yoursquore sending your RFP to multiple properties that are similar in size and scope so presumably certain factors will persuade you to choose one over another Cut to the chase and let them know whatrsquos most important to your company whether itrsquos rates preferred dates or spa services You have hot buttons Donrsquot keep them a secret
5) Include a brief synopsis of your company whenever possible
If this isnrsquot already obvious include who will attend and why and provide your best estimate of important budget projections mdash like FampB mdash to get the hotelrsquos attention
Finally do your homework Make sure your send your RFP to the person who covers your market If you send it blind as in ldquoTo whom it may concernrdquo it will probably get the same impersonal attention in return Sending it to a specific person even if yoursquove never met or spoken to this person will get their attention If you donrsquot know who to contact call the sales department Remember personal attention is the first step in establishing a good relationship
Terry Matthews-Lombardo CMP has learned a lot during a lifetime of planning meetings and events Mostly that contrary to popular opinion everywhere else you always sweat the small stuff in this industry (Some other things too like never run out of chips before dip mdash or was it Mom who said that mdash and donrsquot ever assume that your company executive can give a good keynote speech just because hersquos paid a whole lot of money to run the company) During her journey covering 30+ years as a flight attendant trip director international meeting planner wife mother of two and caretaker to ldquoitrsquos not my dogrdquo shersquos logged a few miles around the world and made it a lifelong mission to be a student of the universe one lobby bar at a time Email her at tmlcflrrcom
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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14 Ways to Revitalize Your Event Marketing Strategy
By KRISTI CASEY SANDERS
The traditional model of event marketing and engagement is broken This is the pattern of communication that typically happens pre- during and post-event Consider these models created by Mitchell Beer of Smarter Shift
Therersquos no afterlife Marketers have the unenviable task of annually rebooting relationships to drum up excitement and remind people why they should attend 30 to 60 days prior Itrsquos an exhausting and unsustainable model
Think about how much easier pre-show marketing would be if our events generated this kind of community
Before DuringAfter
Before During After
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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Ideally conversations would start beforehand and amplify at the event Ideas and relationships sparked by face-to-face contact would continue to grow afterward
So how do we accomplish this
That was the question posed to attendees at PYM LIVE Jacksonville on Feb 6 We challenged groups of meeting planners and suppliers to come up with at least one strategy to generate excitement pre-show to engage audiences during the show and something that would keep them talking post-show Herersquos what they came up with
Pre-show ideas
1 Distribute a QR code or link to education that attendees can view before the event Discussions would begin off-site and continue in-depth at the event
2 Clearly communicate what attendees can expect (resisting the urge to be clever with the marketing copy)
3 Create an attendee referral program
4 Help attendees form teams before arriving Give them the meeting theme and instructions on what they should create together Whatever they prepare would be useddisplayed at the event
5 Pepper reminder emails with incentives to come If you have money in the budget to do so combine with a direct mail campaign filled with ldquobread-crumbrdquo tchotchkes that are fun reminders of the event theme destination or content theyrsquod experience on-site
During-show ideas
1 Create five-minute breaks where people can participate in ice-breakers like ldquotwo truths and a lierdquo solve puzzles or just tell jokes
2 Keep educational topics current and relevant to the audience and the challenges they face
3 Seat attendees at roundtables where they drill down from a general topic to one specific aspect of that topic theyrsquod all like to discuss or have in common Have them discuss that specific item in depth and share what they discovered with the larger group Expand on those micro-discussions as the event goes on or post-show in social communities
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Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Post-show ideas
1 Create a photo gallery of images on Smilebox Facebook or another online host and distribute to attendees post-event so they can comment and share
2 Share post-event survey results with attendees and let them know what you plan to change because of their feedback Then create a case study that shows what happened after you implemented those changes Share that as well
3 Create a post-show reception where people can bond over drinks
4 Send handwritten notes to attendees or personalized emails rather than a blanket email
5 Have attendees pledge to focus on staying in touch with five people they met at the event Offer them incentives to share their stories about following through on that promise
6 Create a puzzle or news bubble that is sent to past attendees It should be a fun reminder of what they enjoyed at the event When decrypted it tells them what the next steps are
Letrsquos keep the conversation going
Do you have other ideas for engaging attendees pre- during or post-show Tweet them PYMLive share them in the comment field below on our Facebook page or in our G+ Community and tag them yaypym
Every month wersquoll be talking about the future of meetings in our social communities on PlanYourMeetingscom and at our PYM LIVE Events Want information delivered directly to your inbox Subscriptions to PYM are free for meeting and event planners so share us with your friends
Want a copy of this report Download it here AudienceEngagementStrategiesforMeetingPlanners-PYM
Special thanks to Danielle Adams Vickie Corder Juli Heineman Lacey Mitchell Vicki Sumagpang Nicole Taylor Cindy Tilton Vickey Woodley Kathleen Zwart CMP Jackie Franklin Gina Hengst Wayne Bolai Sandra Rose Julie Rhea Bell Sabrina Young Holly Laverentz Matt Gingras and Julie Fisher for sharing their ideas Thanks also are due to Mitchell Beer of Smarter Shift for sharing his thoughts and illustrations of the current and ideal communication cycle for events These illustrations are based on ones he presented at Event Camp Twin Cities 2011
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting-industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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Innovative Ways to Attract Exhibitors and Sponsors to Your Event
By KENT EMESON
Traditional event marketing at trade shows sporting events nonprofit events and conferences helps sponsors and exhibitors advertise services or products that will help make customersrsquo lives bettereasiermore fun They have less than 30 seconds to attract potential customersleads into an area to showcase their companyrsquos services or products then they have less than three minutes to convince them that they want to know more Event marketing is widely considered to give companies and sales teams the best ROI of any other marketing channel but decreased attendance has made exhibitor booths and sponsorships a tougher sell in this economy
That is why along with traditional event marketing concepts event organizers must offer a solid online marketing campaign to bolster what is offered at the face-to-face event Paramount to making a successful match is finding companies that truly offer items and services that your attendees need and providing multiple ways for partners to communicate that synchronicity
To attract more exhibitors and sponsors to your event (and create new revenue streams) think about incorporating the following into the marketing packages you offer for your events
bull Create an area to display sponsorsrsquoexhibitorsrsquo logos and website links on the eventrsquos website appropriately tiered to their sponsorship level or amount of investment in your event Create advertising banners on the site that can be purchased at an additional cost The website for the Kentucky Derby is a good example of how organizers are maximizing online advertising opportunities and helping attendees find related social networks where sponsors and exhibitors can also engage attendees
bull Allow sponsors or exhibitors to co-sponsor a webinar or online seminar that will reach your audience before or after the event
bull If your event has a nonprofit element such as an auction or other fundraising opportunity ask sponsors or exhibitors for donations Not only will it help them underscore their commitment to causes important to your attendees their company can claim a tax-deductible expense
bull Offer to create a co-branded content site that drives attendees
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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from your event website to additional educational resources sponsored by your event exhibitors or sponsors
bull Set up an online matchmaking system like 3-Way Street that lets attendees select which sponsors and exhibitors they would like to make time to see during the event and vice-versa Ask invitees who cannot attend the event if theyrsquod be interested in meeting with any of your exhibitorsponsors while theyrsquore in town
If you think about incorporating creative multi-touch ways to connect your exhibitors and sponsors with your attendees yoursquoll have an easier time selling your event to potential partners Because even though they may intuitively understand that event marketing delivers more bang for the buck than other marketing channels they need to know that yoursquore doing your best to help them succeed when they invest money in your event
For more than two decades Kent Emeson has been a hospitality and event marketing manager meeting and event planner trade show manager product marketing manager and world-class event marketing ldquobrand-a-holicrdquo In 2006 in conjunction with Articulate Creative Communications he won the International Exhibitor Association Focus Award for Best Face-to-Face Marketing Campaign He is the owner and hospitality marketing communications consultant for Earson Marketing Inc
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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8 Ways to Mak Events More Relevant in 2014
By KRISTI CASEY SANDERS
Charts by Stephanie Crowley of TheChrysalisSolutioncom from sessions at EventTechLive
WHAT ARE THE BIGGEST MEETING TRENDS FOR 2014 From what we hear theyrsquore streamlining going back to basics and creating fun relevant experiences Itrsquos no longer about whatrsquos new itrsquos about what works and what truly makes meetings better mdash and that means planners have be creative
At our PYM LIVE Houston event in mid-November we asked meeting planners and suppliers to answer these questions ldquoWhat would make meetings better What are some fun things yoursquove seen or done that workedrdquo
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
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writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
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20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
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Herersquos what they said
1 Graphic storytelling If ldquoa picture is worth 1000 wordsrdquo a drawing inspired by a session surely beats class notes Graphic storytellers (like Stephanie Crowley of TheChyrsalisSolutioncom above) recap the content of a keynote or breakout session using images and key phrases Displayed in common areas afterward the images become an effective way for attendees to see what they may have missed or spark conversations about big ideas
2 People as game pieces Encourage attendees to exchange ideas in playful ways One example Use human whiteboards on which attendees can write or stick Post-it Notes Much like a human chessboard the ldquonotesrdquo can be moved and arranged so people can see and adjust the patterns of thought that develop
3 Maximize shuttle time In many destinations shuttles to and from airports or off-site venues are a necessary evil Make transportation time useful by sending a team-builder local historian or entertainer along with your guests
4 Customize the experience Use pre-event surveys to gather data you can use to personalize the experience for each guest One example Ask the what theyrsquod do on a day off Use the information to customize an itinerary or group outing Knowing favorite foods and dietary restrictions lets you customize snack breaks At one event a company printed the image of every employee onto its own piece of Lucite and used those images to create a chandelier that hung in the middle of the ballroom Each office then took home the images of their employees to create a mosaic
5 Give traditional culinary team-building a twist Did attendees catch anything during a fly-fishing trip Teach them how to clean and cook their fish Want attendees to work in teams to prepare lunch or dinner Send them to a farmers market with the meal budget They buy what they want and are taught how to prepare dishes ldquoIron Chefrdquo-style
6 Incorporate local color What is your meeting destination known for Use that in your menus meeting themes and activities At RoamingHungercom you can find and book local food trucks to cater functions Venues with ties to local farmers can help arrange tastings and buffets where attendees meet and mingle with the people who provided their food Convention and visitors bureaus are a meeting plannersrsquo best resource for recommendations of local vendors and charities with which to engage
7 Make it easy to connect Print double-sided name badges so if they flip over the wearerrsquos identity isnrsquot concealed Give attendees something to talk about Include just the name not the title or company and let them choose their own avatar or identifying information to share on the badge Include their Twitter name so people can find them on social media Let them download digital business cards by providing them with scannable QR codes on the badge or handheld devices like Poken
8 Give people tools to express themselves Building painting doodling
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
writing posting Instagram pics mdash however you encourage people to share make it easy and nonthreatening Corporate painting parties use a template so itrsquos easy for anyone to follow along even while personal embellishments are encouraged Interactive graffiti walls are finally affordable enough that theyrsquoll be popular this year And everyone is carrying personal production studios in their pockets mdash itrsquos called a phone So make sure to give attendees a hashtag they can use to share content during your event Donrsquot forget to track share and display what they create in a prominent place both online and post-event
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
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on-demand fitness breaks
20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
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Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
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Team Building Best Practices for Success
By DOMINIC PHILLIPS
Effective teamwork is the most crucial element in a successful and productive company and what better way to enhance that corporate teamwork then through off-premise engaging activity-based team-building
With each new team-building experience companies are able to boost their employee productivity through increasing the company morale The key to this however is planning an all-inclusive activity in which employees want to take part Planning a team-building experience could be detrimental if not executed appropriately The true foundation of team-building is to develop goals of which all team members are aware committed to achieving and excited about executing
Whether your group is large or small team-building is a productive and vital part of every business Ultimately as a planner you want your client and their team to walk away from the experience having achieved their goal and gotten to know one another on a new level while having a great time
When planning a corporate team-building activity a planner must approach each group individually depending on the size of the team the goal of the activity and the types of issues that may inhibit good teamwork Create simple challenges outside of the office to ensure employees break away from their daily sense of responsibility and are able to engage in a stress-free relaxed and fun environment
When planning your next team-building experience keep these tips in mind
Questions to ask
bull What are the group demographics Depending on the group demographics you may opt for a less active-intensive activity such as a relay race but choose a fun and engaging activity such as a cooking class
bull What is the goal Ultimately team-building is about building strong relationships within the office What better way to do this than to take employees out of the office so they can see one another in a new light while developing a newfound appreciation of one anotherrsquos interests strengths and weaknesses
Things to avoid
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bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
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Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
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To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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on-demand fitness breaks
2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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on-demand fitness breaks
A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
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on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
bull Creating mandatory team-building activities that may ostracize a team member from the group may overly expose their weaknesses in a negative way or that may create more stress If opting for a sport-intensive activity confirm all group members are in appropriate health and have the desire to be involved
Recommended team-building activities
bull Projects Develop activities where there is a single-focus project around which everyone can galvanize Working on a project that is impossible for one but possible for many lets everyone achieve success by working together Community service-based projects are great for this because you are doing good while building company morale
bull Off-sites Build laughter and excitement through off-site group activities where employees can get to know one another in a stress-free environment Sports games and concerts are perfect for this type of team-building because theyrsquore fun and exciting and everyone can participate
bull Challenges Remove employees from their comfort zones and place them in team challenges Let the team evaluate and work off the groupsrsquo strengths and weaknesses An urban scavenger hunt or group trivia is excellent for large group challenges as they allow for everyone to be involved and participate
Dominic Phillips dubbed by the San Francisco Chronicle as ldquothe event mastermind behind some of San Franciscorsquos hottest grand openings takes a distinctive approach to the event solutions he creates for his clients In 2004 Dominic launched Dominic Phillips Event Marketing (DPEM) a full-service event planning design and production agency with a key focus on producing sustainably conscious and zero-waste events When faced with a new project large or small the DPEM team puts a plan in place that meets client goals vision budget and schedule to achieve measurable success
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
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February 19 2014 | Atlantarsquos Historic Fox Theatre
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on-demand fitness breaks
2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
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10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
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Bytestrade
on-demand fitness breaks
A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
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Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
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on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
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The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
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on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
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on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Social media Getting Beyond the Obvious
By JULIE NIEHOFF
Even the most outgoing networking-oriented personalities get butterflies when entering a room full of strangers While itrsquos only natural it doesnrsquot have to be the norm Use social media to create connections among attendees in the weeks leading to an event and yoursquoll ease their tension upon arrival decrease your no-show rate and may even manage to sell out the venue and inspire attendees to count the days until the action begins
Here are some social media and email tactics you can use to engage attendees and foster new connections among registrants before they arrive
Itrsquos likely that you already know to use and promote a dedicated event hashtag but therersquos more you can do
bull Encourage attendees to follow each other
bull Create a Twitter challenge that rewards attendees for gaining the most new followers re-tweets and favorites from fellow event participants Be sure to add a caveat that they must engage fellow attendees through helpful and relevant tweets to be eligible for a prize that will be awarded at the event
bull Facilitate private Twitter chat sessions dedicated to answering event FAQs or conversations with a keynote or noted panelist Along with helping to bring the attendee community together this can also generate more buzz for the event
bull Regularly contribute fresh photos and content such as updated attendee numbers bios on your top speakers and details on special activities at the event like entertainment or book signings
bull Initiate and contribute to conversations by asking interesting open-ended questions such as what attendees love most about the host city
bull Create a poll that asks attendees to vote on fun topics such as their favorite things to do in the city or best places to eat for example
bull Run a trivia contest related to your industry or event location and reward the winners with a small token at the event
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
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February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
To make sure your emails are a welcome reminder and generate more excitement in anticipation of the event segment your attendee list and save a section for customized content Specifically you can segment attendees based on
bull Positiontitle Feature recommended panels and speakers of interest along with a link back to your event page where readers can learn more
bull Location Include local travel information on airports airlines car rentals and shuttle services You can also encourage carpooling by providing information on safe local meeting spots
bull Poll results Using data from the Facebook poll include information such as local restaurant specials or museum hours Taking the poll to a new level ask attendees if theyrsquore interested in meeting up on-site to take in a local attraction You may also consider contacting the venue for a group discount
Tying it all together
During and after the event you can reunite attendees by integrating your email and social media efforts in these ways
bull Share positive feedback from event surveys
bull Interview attendees on-site and feature them in newsletters and on your social network pages
bull Post a series of fun and informative videos that give outsiders a good sense of what they can expect at future events
bull Ask attendees to share feedback directly with you on your Facebook event page or using your Twitter event hashtag
bull Encourage attendees to continue the conversations they started at the event with their new contacts
Julie Niehoff oversees program development and presenter training for Constant Contactrsquos global education initiative for which company presenters deliver free marketing strategy and best practice seminars on a variety of topics including event marketing social media and email marketing She was named a top Small Business Influencer for 2011 by Small Business Trends magazine and SmallBusinessTechnologycom She has been a featured speaker for Meeting Professionals International the Association of Fundraising Professionals the Association of Small Business Development Centers the NFL Playbook Series for Superbowl IVV and eWomenNetwork Find her on Twitter at Julie Niehoff
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
20 Tips for Making Your Event Apps Addictive
By MARY CROGAN
When it comes to event apps odds are that Smartsheet and Schedorg are on your radar Or perhaps yoursquove taken advantage of Constant Contactrsquos Event Spot app for Facebook
Itrsquos almost gotten to the point where attendees expect every major event to have a dedicated app And why not If you do it right itrsquos
a great way to engage your audience before during and after
Whether yoursquove taken advantage of existing apps or are considering having one built from scratch herersquos what you need to know about creating a wildly popular mobile event app and more importantly how to get attendees addicted to it
Dorsquos and donrsquots
You already know to leave application development to the pros but here are 10 tips for your technical team
1 Make sure itrsquos a native app not a Web app Essentially this means that once a user downloads it to their smartphone they can more quickly and easily interact with the content because they donrsquot have to go through a browser
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
2 Donrsquot let it inadvertently drain the userrsquos battery or gobble up precious minutes from their data plan
3 Brand it so itrsquos easily found in an app store
4 When the user first downloads the app it should ask if they want to sign up for alerts and offer options about the types of notifications they can receive
5 Make it easy for users to invite colleagues to download the app with an ldquoinvite your friendsrdquo button
6 Donrsquot require a user name and password every time your attendees log in
7 Do include local maps with recommended hot spots and restaurants
8 Add easy access to travel information including flights as well as local transportation services and schedules
9 Integrate the app with social media to promote the event through posts tweets likes shares and favorites
10 Support on-site registration so attendees can skip long lines and dive right into networking the minute they arrive
Inspiring app addiction
Here are 10 ways to make sure your attendees see your app as a ldquomust-haverdquo
1 Build a link on the event registration page that leads attendees to a separate event app page The separate page should include an overview explaining the app and its benefits a video demo showing its features and functions and a social sharing bar to further spread the word
2 Create a sense of urgency by offering a limited-time registration discount for downloading the app Promote the offer through email and social media
3 Post content thatrsquos available only on the app and use alerts to let attendees know about fresh info
4 Reward users for sharing the benefits of the app on social media by entering their names in a raffle or spotlighting them in an email newsletter
5 Sneak in hidden rewards to surprise users when they interact with the app
6 Inspire users to rate the app so others will see its value
7 At the event encourage attendees to download the app with reminders about its eco-friendly aspects
8 Include a QR code on event signage so users can easily download the app without having to type in a URL
9 Use the app to connect with attendees during the event with special announcements and offers
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
10 Re-engage attendees through post-event surveys and updates about your next event
Mary Crogan is senior marketing manager for EventSpot from Constant Contact a comprehensive online tool for the planning and promotion of events meetings and webinars Her marketing and event expertise make her a valuable resource to EventSpotrsquos small business and nonprofit customers who seek to leverage their seminars classes meetings and social events to bolster customer and member engagement and impact their bottom lines She has served as president of the Boston Interactive Media Association (BIMA) advisory committee member of the Massachusetts Innovation and Technology Exchange (MITX) and conference co-chair of the New England Direct Marketing Association (NEDMA)
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
A how-to Using Google Hangouts Hangouts on Air
By KRISTI CASEY SANDERS
Table of contents for Meeting technology 101
1 Meeting technology 101 Tools that save time
2 Meeting technology 102 Tools that save money
3 Meeting technology 103 Tools that spark interaction
4 Meeting technology 104 Using video as a communications tool
5 Meeting technology 105 Cutting-edge collaboration tools
6 7 mobile apps that will change your life (and save your back)
7 5 cheap and easy tips for livestreaming conference content
8 A how-to Using Google Hangouts Hangouts on Air
9 Case study Installing temporary Internet for meetings and events
A few years ago if you wanted to broadcast educational content from a live event to a virtual audience you had to hire an AV team to capture and mix content on-site pay for a service to stream the content over the Internet and select a Web-based portal where the content would be housed and archived It typically cost $2500 to $5000 per session with a monthly hosting fee
Not anymore You can now log on to Google push a button and stream conference content directly to YouTube where itrsquos archived after the event For free
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Not only can Google Hangouts create on-demand education and virtual events theyrsquore being used for client meetings collaborative teamwork and informal educational chats Itrsquos an exciting new tool for event designers meeting planners and marketers interested in hybridizing events and building online communities But therersquos a learning curve so herersquos some help
Getting started
First letrsquos define what a Google Hangout is Itrsquos a free videoconferencing platform for as many as 10 people
To use it you need three things
1 An Internet connection (wired is best)
2 A computer (mobile desktop or laptop) with a camera or USB-connected webcam
3 A profile page on Google Plus (G+)
If you have a Gmail account you already have a G+ profile If you donrsquot itrsquos free to create a Gmail address or start an account with your work email You donrsquot need to completely fill out the G+ profile before you hang out but doing so makes it easier for people to find you and for you to find other people
Creating Hangouts
There are formal and informal ways of hanging out ldquoStart a hangoutrdquo buttons on G+ profile pages chat windows and Gmail inboxes allow for spontaneous virtual gatherings mdash just push the button and invite people to join you
To alert people about a future Hangout create an event on G+ click
httpinstagramcomplanyourmeetings
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
the ldquoEvent optionsrdquo button select the ldquoAdvancedrdquo menu click the ldquoHangoutrdquo option and fill in the other details Unless they decline the invitation everyone invited will see the event on their Google calendar At the appointed start time an email reminder containing a link to join is sent People can join from there or from the original invitation which displays a ldquoJoin hangoutrdquo button once the event starts
If you filled out your G+ profile follow people or have joined a G+ community yoursquoll occasionally receive Hangout invitations or see that people are hanging out from the timeline on your G+ profile page You can join them by following the links in those emails and posts If there already are 10 people in the Hangout however yoursquoll be told itrsquos full and you wonrsquot be able to see whatrsquos going on
Joining Hangouts
Install the Google Voice and Video plug-in before hanging out or yoursquoll be prompted given instructions on how to do so and directed back to the Hangout window the first time you try to join Once you do this you should be able to hangout whenever you want
If you have trouble connecting or getting your camera to activate try reloading the plug-in That solves 90 percent of the issues wersquove run across Additional problems are resolved by using Chrome instead of Internet Explorer or Safari browsers If problems continue search the computerrsquos Application folder for software from 3ivx or Java and uninstall it
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
The differences
Remember how we said a Hangout was limited to 10 participants If you want to reach a larger virtual audience enable your chat as a Hangout on Air When we first published this post you were able to convert any Hangout into an HOA by clicking a box Now you have to go to the Google Hangout main page and push the button ldquoStart a Hangout on Airrdquo
But now yoursquove only created an invitation for people to watch your HOA To start broadcasting yoursquoll have to visit this event page when you want to broadcast and hit the ldquoStartrdquo button Then invite your guests in
In addition to streaming live from this HOA event page the video will stream from your YouTube channel Thatrsquos where it will be automatically archived allowing for an unlimited number of viewers The archived video its keywords and description can be edited afterward Want to take questions from your viewers Enable the QampA app Then when people go to the Hangout event page they can type in questions that you see in your broadcast window
Donrsquot have a YouTube channel Create one using a G+ profile Just sign in to Google go to YouTubecom and follow the prompts If you have an existing channel make sure itrsquos tied to the G+ profile yoursquore using to hang out otherwise you wonrsquot be able to conduct HOAs
Itrsquos important to know that until the event organizer pushes the big red ldquoBegin broadcastrdquo button in their Hangout window HOA content will remain private Similarly the content will continue to stream publicly until the ldquoEnd broadcastrdquo button is pushed
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
If yoursquore the organizer start HOAs at least 30 minutes before the broadcast begins so you can do a tech run and orientation with your speakers and participants Wersquove discovered that itrsquos helpful to copy and paste the URL from the broadcast window into an email and send that as well as invitations to join especially if your speakers arenrsquot tech-savvy Donrsquot try and keep the window open for more than 45 minutes before broadcasting though Wersquove had technical issues trying to do so
When you enable Hangouts to be HOAs a unique URL and embed code is generated that all participants can see and share on social networks and embed on websites The URL link leads them back to the event page where they can watch and ask questions (and where you can post photos and other notes pre- or post-show) Before the broadcast begins make sure that link box is closed otherwise it will cover up the area that displays the number of virtual viewers you have (Note If you created an event invitation for your HOA you can go back and edit the ldquoAdvancedrdquo settings for the event and include website and ticketing info)
The other big difference between a Hangout and an HOA is that when you create an HOA event invitation it wonrsquot send a reminder to participants to join or give them a link to go live the way regular Hangout invitations do But the people you invited to watch the event will get a reminder This is
where some participants get confused Theyrsquoll RSVP on the event page but when they get the reminder to tune in they canrsquot find their way into the HOA Organizers must invite all participants into an HOA when it starts Make sure you communicate to your participants that theyrsquoll be receiving an invitation via email or their G+ page notifications when you want to start the tech or broadcast and that the event page is just for the HOA audience
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Another important difference HOAs donrsquot support most mobile devices with the exception of a few Android phonestablets So you can hang out with someone using an iPad but they canrsquot be part of a broadcast Google wonrsquot even deliver HOA invitations to people unless theyrsquore using a laptop desktop computer or one of the few Android devices it likes (they donrsquot have a list of what those are)
Bells and whistles
Desktoplaptop computer users have another huge advantage over mobile Hangout participants because they can access a vast array of apps Once one person opens an app non-mobile participants get the option to ldquoallowrdquo and use it too
Here are some of the more useful mdash and fun mdash apps
Hangout Toolbox A must for HOA users Tools include lower-third company identification for professional-looking titles real-time URL comment and hashtag-moderation and AV controls that moderators can use to mute or eject participants
SlideShare Lets participants share PowerPoint presentations with each other Can be used to create an interactive webinar in a solo HOA
Screenshare Good for troubleshooting and online demonstrations Once enabled you select which screen viewers see
Google Drive Share documents forms spreadsheets presentations and drawings for collaborative work
Symphonical Collaborative project management software that can be exported from the Hangout
Chat Opens a chat window for participants only
Google Effects Add sound effects (like applause) and visual overlays (like fake mustaches and pirate hats) to your image Itrsquos silly and fun
Capture Lets you take photos of the Hangout
YouTube Lets participants watch videos together
Want more best practice and troubleshooting tips Download this PDF Tips for Hanging Out by PYMLive which is based on our tip sheet for PYM LIVE panelists It includes information on connectivity technical requirements and other essential information
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-
LIVE EVENTS 2014O U R E V E N T S P O N S O R S
T I T L E D S P O N S O R
February 19 2014 | Atlantarsquos Historic Fox Theatre
Bytestrade
on-demand fitness breaks
Kristi Casey Sanders is the VP of creativechief storyteller of Plan Your Meetings In addition to being an award-winning journalist who has covered meeting industry trends and destinations since 2003 she is a popular speaker on the topics of technology sustainability community building engagement and proving ROI Before joining the PYM team she was a corporate trainerperformer with Boom Chicago Comedy Theatre in Amsterdam where she taught multinational groups soft skills through improv In her spare time she is site selection chair for the Society of American Travel Writersrsquo Eastern Chapter a big-time geek and loving mom and wife Not necessarily in that order Follow her on Twitter PYMLive or KristiCasey And check out her videos on PYMrsquos YouTube channel
- Digital Guide with Paperspdf
- 2014 WhitePapers-single filepdf
-