Ready, Set, GO!

As we gear up for another exciting Event Solutions Idea Factory, I’ve decided to make a list of the do-not-miss activities we’re going to offer this year.

It’s tough to make a list like this—having to decide among so many offerings is almost a hand-wringing experience. But here’s my plan, so if you’re at one of the same events or education sessions as I, be sure to introduce yourself and let me know what you think.

The Spotlight Awards. Last year, we had awe-inspiring 3D projection mapping. This year will be a totally different story. Eddie Diaz of Encore Events is planning a well…very sexy celebration, from the hints he’s been dropping. Tapas Rouge is the theme…meaning red carpet in French. So be sure to bring your little black dress or jacket for this evening of celebration and entertainment.

The Tradeshow Floor. A few years ago, Advisory Board member Arlene Sheff found me limping up and down the aisles, and scolded me roundly for not wearing proper shoes. So, Arlene, it’s tennis shoes this year!

The Education. Here’s where it gets really tough to choose. I’ve worked with a lot of the presenters over the years on magazine ideas and content, so of course I want to hear what they have to say. But we have some really exciting new speakers this year. I can’t miss Bisli Vasquez’s session on creating centerpieces—her work is totally awesome. David Merrell is a returning favorite. He’s fun and down-to-earth and always has fresh ideas. I can’t miss Andrea Michaels, either. Her session (with Dion Yarwood) on going global with your business is bound to be full of fascinating anecdotes from around the world.

So what’s an editor to do? Put on the running shoes and try to cover as much as possible. If you see me trotting around, put on your own running shoes and join me!

The Changing Shape of Meetings

With evidence pointing toward a gradual improvement in the economy, meeting and event professionals continue to remain in a state of cautious optimism (something we’ve gotten used to over the past few years).

Mike Lyons, Event Director for AIBTM, the America’s Incentive, Business Travel and Meetings Exhibitions, recently released his take on 2013. Here are some highlights:

Meetings will be smarter: Attendance at events will continue to be penny-wise, not pound-foolish. The decision to attend events in 2013 will be based increasingly on ROI metrics. Only those events that truly deliver value will be on the travel docket. This continues to be in line with the cautionary decision-making that will take place in 2013. The smart meeting will deliver value, innovation and proven tactics to succeed.

Technology won’t replace face-to-face: We are social beings. Technology can never replace the actual sharing of needs, opinions and experiences. Face-to-face is the catalyst for business growth and shortens the sale cycle – despite what technologists and the digital marketplace would have you believe.  Business is more than ever an industry of building relationships and word of mouth influences . . . that will never change despite social media, online meetings software and streaming media.

Word of mouth will drive sales: In the new book by the Keller Fay Group, “The Face-to-Face Book,” the most effective way to drive business is through word-of-mouth conversations. With social media being the new tool for marketers to reach audiences and communities, it is the combined Social Voice (online conversations and offline Word of Mouth recommendations) that will influence buying decisions and deliver positive business results. Meeting planners (and their strategic partners) will benefit from learning from influential stakeholders who utilize both online and offline mechanisms.

Innovation: Meeting planners will have to be more creative to survive the austere mentality of 2013. Developing cooperative relationships with vendors and increasing pressure to negotiate tough and hard will be expected. But that’s not all bad. One of the things we learn from economic downturns is that a new normal emerges. Innovation is the by-product of doing more with less.

Creating value for all stakeholders: Meeting planners’ jobs will continue to be in jeopardy as attrition rates continue to rise. To accomplish what needs to be done, many corporations will look to outside consultants and part-time meeting planners to get the job done. The ability to prove your worth and deliver value, not only for your external customer, but your internal stakeholders as well will be the reward of keeping your job. Driving those personal interactions between customers and prospects and buyers and sellers will be the hallmark of success for 2013 and the future.

Company Parties on a Budget

Like many of you, through the years I’ve been recruited to pull together the annual company holiday party. Whether I was working for a large, international corporation or a Mom and Pop shop down the street, my bosses always had the same request: “Make it nice, but don’t spend a lot of money.”

Well, here are some tips I came across recently, courtesy of Linda Ferone, director of catering for The DoubleTree by Hilton Tarrytown in New York. Linda has some great ideas how businesses can host a fun celebration that employees will appreciate and remember, without breaking the company bank. 

Timing is everything. Host a luncheon instead of a dinner, but don’t make your employees go back to the office afterwards. You can go lighter on the menu, and not have to spend precious dollars on extravagant décor or entertainment. Plus, your employees will love the extra time off.

Go straight to the meal. The traditional heavy hors d’ouevres reception with various cuisine stations can actually cost more money because you need so many stations to make up for not serving a full dinner. Consider cutting back on the cocktail reception or dessert and keeping the primary focus the main meal.

Do-it-yourself centerpieces. A collection of elegant candles purchased at discount stores can easily become a centerpiece. During the holidays, small poinsettias are often discounted heavily at big box stores. Start with a decorating committee. You will find hidden talents in your associates while developing camaraderie at the same time.

Ask your vendors to contribute. You purchase from your vendors all year long, so why not utilize that relationship for your holiday party? Vendors can sponsor the open bar or the dessert reception, provide a favor for guests to take home or donate a nice raffle prize. Be sure to brand what they are providing with their logo or name prominently on display, making it a great advertisement for them.

Play games.  Trivia is extremely popular with guests, whether it’s tied to the holiday or company. Or, organize a scavenger hunt. For example, the first one to show an out of state driver’s license wins $5 or an extra raffle ticket.

 Bundle items. If you are getting a DJ and also want a photo booth, try getting them both from the same vendor in order to save money. Many vendors will offer discounts for buying more than one service.

Save on the bar.  It’s smart to cut the bar off at least one hour before your party ends. Switch to desserts and coffee before your guests depart. Not only is this providing a more responsible party, but you will save money on the bar tab at the same time. You can also limit the drinks you serve, such as offering only beer, wine and soda. Another option is to offer a special cocktail of the night that relates to your party theme.