My Take on the Events Industry

Dear Pollyanna:

So sorry to burst your bubble.

The ride you're on is neither brief nor V-shaped. 

Covid-19 has thrust events into an existential crisis.

Whether the crisis was overdue is beside the point.

Everyone knows this year will be seen disruptive.

But no one knows—once we get control of the virus—whether or when the events industry will rebound, or what shape events will take.

Yes, I agree with you: face-to-face fills a Maslowvian need.

But events will have to be reformulated to succeed post-pandemic. 

Attendees aren't going to revert to old behaviors. 

Your can't, either.

If you're betting otherwise, call me.

I have a bridge to sell you.

Event Shock

Brace yourself for Event Shock.

Working with event organizers, as my business partner and I do, I feel their anxiety.

They're constantly worried there's a glut of events. ("With so many events competing for audiences' time, will they pick ours?")

But we've entered uncharted territory.

Organizers once had to contend only with competing organizers.

Now they have to compete with every marketer.

This thought struck me when I received an email today from my neighborhood hardware store promoting an in-store educational event.

Marketers—even the one who works for my local hardware store—have learned that, if they want to seduce customers, sales pitches and discounts are no longer enough. 

They have to deliver educational content.

And their efforts are increasing the volume of events—exponentially.

You thought there was a surplus of events before?

That was nothing compared to the innumerable iterations we're going to experience at marketers' hands in the coming years.

Event marketing has become the new content marketing. 

The event-flood may not rise to the same water-level, because marketers can't outsource events to India, like they can content; but it will feel like it.

The sheer volume of events will be unprecedented.

And overwhelming.

Event Shock is here.

HAT TIP to Mark Schaefer, who coined Content Shock to describe the "tremor" felt when content supply overwhelms content demand.

Events No Easy Money

Disneyland is a work of love. We didn't go into Disneyland
 just with the idea of making money. 

— Walt Disney

Publishers find events alluring.

According to Hubspot, 26% of B2C publishers and 42% of B2B publishers say they're today's fast-growth revenue stream.

And why not? The publishing business model and the events business model seem quite similar on the surface.

But any resemblance is deceiving.

“Events are not the golden goose publishers think they are,” one publisher recently told Lucinda Southern, reporter for Digiday. "Events work when it fits into the publisher’s key interest areas, passion points and depth of knowledge.”

"Publishers are not just competing with other events companies, but any content provider or brand that claims to have a route to consumers," Southern writes. "Making money from events often requires a dedicated team and a different set of skills when selling event sponsorship packages."

Among the pitfalls:

• Events have sizable sunk costs (venue rental, speaker fees, marketing expenditures, etc.) absent in publishing.
  
• Sponsorship sales are tougher than ad sales. Salespeople need to understand event operations and must close sponsorship sales faster, often with non-advertisers. There's also more difficulty proving prospects' ROI.
  
• Events aren't a "bright and shiny" channel. They look old-school next to the latest digital "solution."

“They say events are like a sausage, wonderful to eat, but you don’t want to get involved in what goes into them,” another publisher told Southern. 

“You have to love the complexities, the highs and lows, embrace that passion. Publishing companies that dabble will not succeed.”

How to Ignite More Attendees

Why are marketers pouring money into influencer marketing?

Dwell time.

Customers spend on average 19 seconds looking at a digital ad, 128 seconds looking at an influencer's content.

That's seven times the dwell time—a duration likely to rise soon with the increase in ad-blocking in the coming months.

So how can you use influencer marketing to promote your event? 

Experiential agency Legacy Marketing suggests these 10 ways:

Find the right influencers. To find thought leaders in your category, surf on social platforms using hashtags and trending topics relevant to your event.

Set reasonable expectations. Understand both the positives and negatives of the influencer's preferred social network when you establish goals.

Chill out. Let influencers do what they do. You can mention guardrails they should keep within, but don't dictate their posts.

Build a relationship. Don't treat the influencer like another vendor. Make her part of your family.

Strive for quality. Quality trumps quantity. You're better served finding an avid "micro-influencer" with 1,000 followers than a haughty generalist with 1 million.

Run contests. Engage the influencer in helping you promote contests.

Minimize brand-speak. Give the influencer talking points, but let her do the talking.

Track. Ask the influencer to use tracking tags when possible, so you can measure her efforts. Be sure she also includes a link to your website!

Be patient. Influencer marketing takes time.

Be authentic. Influencer marketing works because it’s a way to leverage a trusted voice. Don’t compromise that trust by inserting marketing messages where they're not welcome.

How to Draw a Crowd

Drawing attendees to events remains producers' runaway biggest challenge, as Sam Lippman's latest ECEF Pulse proves.

Six in 10 producers name attendance acquisition their Number 1 challenge, according to the study, while numerical event attendance has declined three straight years in a row.

That's a pity, because drawing a crowd ain't rocket science. The formula goes as follows:

Step 1. Build an evergreen e-list by promoting your event year-round. Use e-mail marketing and social media. Smother prospects with great content. Supplement those tactics with retargeting. And rent prospect lists, to be sure you're covering the universe.

Step 2. Mobilize your speakers, sponsors and exhibitors to help spread the word. Tap influencers to do the same. Make it easy for them to help you. If some resist, move on: there are more than enough enlightened ones out there to make a king-size dent in your universe.

Step 3. Telemarket VIPs. They merit a special touch. And roll out at the same time some targeted direct mail―attendee marketing's Old Faithful.

Step 4. Hire a decent agency. Attendance acquisition isn't a DYI project. If you want a recommendation, I have one.

6 Last-Ditch Ways to Sell Out Your Event

If you're not gonna go all the way, why go at all?

― Joe Namath

When events fail to sell out, resourceful producers pull out all the stops.

EventMB recommends these six last-ditch efforts:

Social media buy. Take out ads on Twitter, LinkedIn and Facebook that target locals (drive-ins) with an interest in your topics. Cull your database for locals to help you target the buy, and be sure to keep using free social media to chat up your event. Take advantage of past attendees' testimonials. You'll motivate fence-sitters.

Personalized email. Cull from your database locals who haven’t registered and conduct a drip-marketing campaign. Focus on locals who click through and send them additional emails that concentrate on justifying the cost of the event.

Special offer. Email registrants an offer of a referral incentive, such as "Buy two, get one free." Registrants will feel appreciated and help you. Send sponsors and exhibitors the same offer, to pass along to their customers. Sister organizations may also help you spread the word. You can also promote a contest on social media with free tickets as the prizes. Create a hashtag and ask people to vote on line. Contests, well done, are buzz-worthy.

Streamlined registration. Identify any causes of friction in your registration process and eliminate them―even if it means slaying sacred cows. Last-minute registrations are impulsive, and you don't want to deter prospects in any way. And add prominent copy like "Last chance to pre-register and save" or "Only a few seats left."

Telemarketing. The best way to spur last-minute registrations is to call locals, particularly alumni of past events who haven't registered. They know the value you deliver. (If yours is a first-time event, concentrate on locals who have some relationship with you.)

Retargeting. Retargeted ads can influence sales-resistant locals by making your event top of mind. By becoming ubiquitous, you'll sell out.

Last-ditch don'ts. EventMB warns:

• Don't offer last-minute discounts rashly; you only signal panic, cheapen your event, and train registrants to wait for deep discounts the next time round. ("Loyal attendee" discounts are okay.)
  
  
• Don't go all-serious. Play up the entertainment value of your event (remember, last-minute registrations are impulse buys).
  
  
• Don't go into hard-sell mode across all marketing channels. Concentrate on the ones above.
   
• Don't bury your calls to action in your last-ditch promotions. Big, colorful buttons work.
  
  
• Don't refrain from giving free registrations away, if the recipients are influencers who'll add to the prestige of your event.

Event Producers: Don't be Junk

Content's the insurance event producers need to avoid attendees' email trash folders, says dmg events' head of marketing John Whitaker.

While flogging registrations is the endgame, delivering content is the play, he says.

Whitaker resists the knee-jerk urge to blast attendees with event invitations, focusing instead on sending attendees offers of well-crafted content.

"We want to be less like junk in their inbox," Whitaker says.

Content not only attracts attendees to an event, but involves them with the producer's brand after the event is history.

"It seems a shame to spend a huge amount of marketing to get them to turn up for two, three or four days, and then not really engage with them until the next event," Whitaker says.

"If we can keep the conversation going and see the event as more of a 365 activity, then that helps us to have better traction, stops suppressions within out database, and creates a better appetite for conversion if we draw them in through content marketing."

Cash Cow

Event producers are gaga over a cash cow who never stops lactating.

It's the broadcast technology known as live-streaming.

American Association of Occupational Health Nurses exemplifies those bullish producers.

AAOHN wanted to engage the 80% of members unable to travel to its 2016 annual conference, says David McMillan of PCMA. So it live-streamed the content, charging the same price for the virtual as the face-to-face experience. Sixty members ponied up the $500. Better yet, a sponsor paid $25,000 for the right to hand out free tickets to customers.

With more footage in the can, AAOHN is "sitting on a stockpile of additional educational content and potential revenue," McMillan says.

But live-streaming does more than immediately monetize events; it publicizes them.

Live-streaming "operates far beyond the traditional broadcasting model," says Tom Owlerton on CMO.com. 

"At its best, live-streaming helps brands go from storytelling to storyliving; they can broadcast behind-the-scenes at big, topical events to share footage that people wouldn’t otherwise get to experience first-hand."

Live-streaming from events, due to the buzz it creates through social media and word of mouth, "can create a huge impact."

The kind that converts to moo-lah.

Complaining isn't a Strategy

When the world changes around you and when it changes against you—what used to be a tail wind is now a head wind—you have to lean into that and figure out what to do because complaining isn't a strategy.

Jeff Bezos

A new survey by Sydney-based The Exhibit Company shows 91% of trade show exhibitors "struggle with leads." Respondents identified six component challenges:

• Attracting visitors to their booths
• Attracting the right ones
• Engaging them
• Qualifying them
• Tracking them
• Following up

While they grouse mightily, many exhibitors hold onto the very practices that assure failure. Most:

• Pick shows wrong for their products 
• Set no objectives, or unmeasurable ones
• Fail to promote their presence
• Mount unwelcoming exhibits
• Muddle their message
• Assign booth duty to novice salespeople
• Forget to turn the salespeople into a team
• Turn off or simply ignore passers-by
• Produce distracting stunts
• Make giveaways a focal point
• Annoy visitors with stupid questions
• Neglect to ask strategic questions
• Refuse to automate lead capture
• Dump leads on salespeople after the event
• Allow leads to go un-nurtured

Exhibitors who bungle their part are like the substance abuser. 

Each one of the bad habits is easy to kick, but the abuser's addicted to her self-pity.

Complaining isn't a strategy.

Brevents Face Tight Marketing Budgets

Event producers in the UK on average spend only $10,697 to market a B2B event, according to a new survey by Eventbrite.

That amount is paltry compared to a US producer's average marketing spend, which is 28 times greater.

Brits spend the majority of their marketing money on outbound email. 

They also rely heavily on word-of-mouth to draw attendees, the survey finds.

Event-Goer: Won't You be My Neighbor?

Are you an adventurous event-goer?

Airbnb wants you.

Room-sharing represents the ultimate way for event-goers to personalize business travel, says company exec Chip Conley.

While she once aspired to stay in a predictably clean and conveniently located hotel, today's event-goer seeks “discovery”—a craving Airbnb satisfies by providing rooms in every sort of neighborhood.

The company fills a need that's not without precedent, Conley says:

• Home-swapping dates to the 1950s, when the Dutch teachers' union suggested members could swap houses to save on vacation rentals.

• VRBO web-ified peer-to-peer vacation rentals in 1995.

• Boutique hotels surged about the same time, proving “there was a growing number of customers for whom predictability and ubiquity were not the right model."

Airbnb targets “customers who are a little adventurous, especially in locations that they know already,” Conley says.

To accommodate event planners, Airbnb is hawking widgets planners can embed in their websites. The widgets link attendees to blocks of Airbnb listings available during the event's dates and in proximity to the event's venue. 

Following in the footsteps of Amazon and Netflix, the company plans to use algorithms to become a global hospitality giant, according to Conley.

How to Guarantee Gate-Shut-Panic

It is a hopeless endeavor to attract people to a theatre unless they can be first brought to believe that they will never get in.

—Charles Dickens

"Of all the thousands of events that exist, only 5% represent those that I’d consider as ‘must-attend,’" says event designer Warwick Davies.

"These are the events where your absence will be noted, whether you are an attendee, speaker, sponsor or exhibitor. They are the kinds of events that prompt a ‘fear of missing out'—FOMO—the fear that it will somehow cost you in some way if you aren’t there."

Germans have a word for FOMO, Torschlusspanik, "gate-shut-panic."

The word dates to the Middle Ages, when peasants had to scamper from the fields at dusk, to guarantee they got home before the city gates were shut. The ones who dawdled could be eaten by wolves, beaten by robbers, or killed by the cold.

You can't loose wolves or release the Kraken on resistant attendees. But you can instill FOMO by offering a must-attend event.

Davies says these six actions guarantee it:

Make sure influencers show up. Buzz about your event only occurs when "influentials, connectors and mavens" attend, Davies says. Be sure to find ways for them to see value in attending.

Make sure you connect with influencers. Connect with 10 influencers, and you can't help but spark FOMO. "It will help not only your event, but also your own personal industry profile, and potentially your career."

Make sure you know the next big thing. You can't be clueless and run an irresistible event. Become a trend-spotter and build the next big thing into your event.

Make sure to connect with your Top 10 sponsors.  To create FOMO, you need tight connections with all the decision-makers at your leading funders.

Make sure to offer 10 networking activities. "Have 10 really dynamic and interactive things on the schedule that allow the movers and shakers, as well as their followers, to get together." Activities can include receptions, community projects, roundtable sessions and morning runs.

Make sure to market your event as a "must-attend." But don't just claim it. Prove it. Publish an agenda that shows you're leading your industry.

HAT TIP: James McCabe inspired this post.

5 Game Designs Guaranteed to Boost Event Traffic

Almost always, games score big as traffic-boosters at events.

The reasons why are well understood: games satisfy attendees’ innate needs to compete, win recognition, and bring home swag.

But today—with a slew of tech-enabled amusements at our fingertips—games are undergoing a renaissance at events.

To create a memorable and buzz-worthy game, you need a design that's aligned with your goals and that attendees will find alluring. Here are some design alternatives:

Skills competition. Suppose you want to increase traffic at some specific location. You could design a game that challenges attendees’ physical or mental skills—anything from hitting a target to taking a quiz. An attendee could play by completing an action (answering a trivia question, for example), for which she earns a token. The number of tokens awarded for repeat plays could increase as the difficulty of the challenge does. After playing, the attendee redeems all the tokens won for a matching-level prize by visiting a winner’s station.

Treasure hunt. Suppose you want to offer exhibitors a traffic-building sponsorship opportunity. You could design an old-fashioned treasure hunt. Attendees could earn points toward prizes by visiting a series of exhibits, where each participating sponsor rewards them with tokens. After the series of visits, the attendees would visit a winner's station, where they would enter a prize drawing by redeeming their tokens.

Game show. Suppose you want attendees to actively listen, while you communicate a lot of information. You could train a presenter to act as MC, and design a game show that challenges players’ knowledge. Attendees would play and, based on their game-show scores, be awarded variously valued tokens, which they could redeem for the corresponding prizes.

Mission. Suppose you want to collect market research from attendees. You could send them on a “mission.” Under this scenario, attendees would earn tokens by visiting a series of kiosks, where they complete your research surveys. Players who take part in the mission (even the ones who don’t complete it) would receive real-time recognition on a leaderboard and through social-media posts, as well as collecting tokens they can redeem for rewards.

Chance. Suppose you want to draw a crowd and maximize word-of-mouth throughout the event. You could design a game of chance. Attendees who play would win tokens worth a various number of points that they could redeem for the corresponding prizes.

What, No Online Community?

Event planner: What, no online community?

If true, you're falling behind, says BrightBull's Ricardo Molina.

Worse, you are:

• Wasting money on attendance promotion. Like lists and media partnerships, online communities provide a direct road to your target audience. But unlike those roads, communities don't need as much maintenance. "Once built, a community will thrive with just a little care and attention."

• Letting competitors poach your attendees. First-movers usually win. "When your competitors start a community first, all they have to do is say that it’s there and people will join because it’s something new."

• Forgetting about brand loyalty. Communities provide value added. So members "automatically feel good about your brand."

• Failing to lead. "Why would they think of your event as being 'the one' when you don’t run THE online destination for your niche?"

• Skipping customer insight. Insights from a community let you read the industry's pulse, and drive product development, marketing and sales.

• Leaving money on the table. Exhibitors are eager to brand themselves year-round on communities. Why not offer them yours? One large international bank spends half its marketing budget on content partnerships.

Don't Let the Weeds Win Out

"It’s easy to get lost in the weeds when planning a trade show," says Holly Barker in Event MB. 

Their focus on killing and controlling costs blinds most planners to the hidden profit streams their shows represent.

Barker suggests these simple ways to grow more green:

• Pub crawl. Offer a limited number of exhibitors the chance to sponsor a pub crawl through the trade show floor. Make the event a blast by including themed games, besides beer and wine.

• Parties. Offer exhibitors exclusive rights to make a big splash at your evening parties.

• Logo rights. Offer one exhibitor exclusive rights to project its logo onto your venue's walls at night.

• Online campaigns. Offer exhibitors the chance to co-brand content on your website. Also encourage sponsored content.

• Matchmaking. Offer exhibitors an online matchmaking service that lets attendees sign up for meetings with them at your show. Link the service with sponsored content. And don't bury it in your website. Make sure people who can't attend can also view the content and get in touch with exhibitors.

Remains of the Day

AOPs, rock on!

Over three nights in October, California mega-festival DesertTrip will feature a slate of "living legends" that includes Bob Dylan, Neil Young, Paul McCartney, The Rolling Stones and The Who.

Festival-goers who return all three nights will rock out to a cadre of 35 Grammy and Grammy Lifetime Achievement Award winners.

A wrinkled but ribald Benny Hill gave us a glimpse of the geriatric goings-on in 1972, when he aired Woodstick, his eight-minute spoof of Woodstock.

Speaking of The Who, the WHO claims you're officially "old" when you're 50, in many nations "the point when active contribution is no longer possible."

Adults and Older People (AOPs), rock on!

Benny Hill Woodstick by kermlinmaster

Capturing Millennials

The American Society for Association Executives this week shuttered its decades-old "Springtime in the Park" and announced a new un-expo, "The Xperience Design Project."

The move typifies every event producer's urge to capture Millennials, who'll comprise half of all prospective attendees by 2020.

Like event producers, travel companies are "scrambling to capture the business and loyalty of this new breed," Jordan Forrest says in Forbes.

Forrest notes five ways Millennials differ from their predecessors:

They travel. Millennials average five business trips a year, compared to only two for older professionals. They're also more likely to extend a business trip into a vacation.

They tinker. Millennials "expect mobility and crave convenience," Forrest says. They're more likely to use apps to book business travel and streamline travel plans.

They splurge. Millennials have expensive tastes, "as long as they’re not the ones paying." They're more likely to spend company money on fine dining and room service than seasoned colleagues.

They freewheel. Millennials are far more likely than older colleagues to book trips and change travel plans at the last minute. In response, "many airlines and hotels have begun offering last-minute online travel deals targeted at digitally savvy Millennial travelers."

They grouse. Millennials trust online reviews and aren't shy about posting negative ones. "It’s no wonder that businesses are eager to meet Millennial demands," Forrest says.

Conference Planners: There's No Sin in Syndication

Last year, Hulu bought the streaming rights for all 180 episodes of Seinfeld.

The price tag: $1 million per episode.

The $180 million Hulu paid came on top of $3 billion in syndication fees that Seinfeld had already generated from other outlets.

While conference planners take pride in staging profitable "first-run" events, unlike the creators of Seinfeld, most turn their backs on the profits to be made from "re-runs."

That's a pity, says Mark Gross in MarketingProfs.

"Your organization is building a valuable repository of content waiting to be deployed in new ways for new audiences," Gross says. 

"Commercial event producers, corporate conference organizers and professional associations can all benefit from reusing conference content."

With all the affordable technology out there, repurposing conference content should be a no-brainer.

But conference planners in the main still see repurposing as virtual "double-dipping."

Something odious and "not for us."

Gross urges planners no longer to think of conference content as perishable, but instead think of it as a marketing asset.

"Approach this content like you would any other marketing asset and use it at every stage of your marketing strategy," he says.

Re-purposing your conference content can open "a world of possibilities," Gross says.

A few include:

• Marketing packaged proceedings to non-attendees.

• Reusing visuals from technical presentations in online tutorials for newcomers to the field.

• Delivering "gamified" online training modules to team members of attendees' organizations who do not attend the conference.

• Offering an e-book compiled from transcripts of the keynotes to promote a future conference.

• Offering an e-book that collects the best presentations from the same field to create inroads into niche markets.

• Publishing a series of blog posts based on the abstracts from a set of related technical papers, to spotlight an industry issue or trend.

Repurposing conference content not only extends the shelf-life of your event, but opens new doors to increased revenue, brand loyalty and market share.

Vitalizing Trade Events

Trade shows have "outgrown" learning, networking and party-going, says Holly Barker in Event Manager Blog.

Trend-setting organizers and exhibitors are re-caffeinating mature events with these five ingredients:

VIP treatment. They're treating attendees to "all-star access" to special events and lavishing them with "gifts of information."

Personalization. They're tailoring touch-points by "listening to attendees and creating a customized plan that appeals to their interests and needs on an individual level."  Attendee feedback is essential to the effort.

Data. They're letting data drive new ideas for deepening attendee engagement, as well as personalization.

Experience. They're abandoning "old school" insistence that bigger's always better and focusing instead on little things, like themed tchotchkes, better signage and handsomer staff shirts, to deliver a memorable experience. "You want to look like a complete, professionally pulled together package," Barker says.

Un-booths. They're turning exhibits into teen hangouts where attendees can "chill and mingle with booth staff." Food, fun, artworks and "blinky giveaways" make un-booths happening places.

Vitalizing an event takes study and a little chutzpah, Barker says. 

"It never hurts to test a new idea and see if it picks up or is a total flop. The best way to be a trendsetter is to get out there and just do it!"

Event Producers: Still Scared of Social

Six social media perils still frighten many event producers, says the inimitable KiKi L'Italien in Event Manager Blog.

"Not everyone is thrilled about all things social media," L'Italien says.

Producers' six most prevalent fears?

I'll look bad. Fear of boo-boos, trolls and spammers persuade many producers social media's too risky. The answer? Develop a social media crisis plan.

I have too many choices. Periscope, Instagram, Snapchat, Peach. Platform fatigue is no hobgoblin. To zero in, ask your audience where it wants to engage. Don't guess.

I'll invite criticism. Fear of handing critics an arena daunts many a producer. But criticisms are natural and may deserve response. And advance criticisms open the door to mid-course corrections.

It's not for us. A presumption your audience doesn't engage is outdated thinking. Adoption statistics prove otherwise.

It's invasive. Yes, some aspects of your event should be protected, such as your exhibitors' intellectual property and your attendees' personal privacy. What to do? Ask a lawyer for advice.

It cheapens my live event. A misplaced worry. Streaming video actually boosts future-event attendance. It's like a sample of crack.

L'Italien's last word to fraidy cats? 

Get a grip.

"Social media is a regular part of today’s expected communication repertoire," she says.

"Making decisions based on fear is never a good idea."