2 Huge Mistakes that Will Sink Even Your Strongest Event

Warwick Davies contributed today's post. With 25 year's experience running conferences and trade shows, he owns and operates The Event Mechanic!

Having been around in the business a while, I have had the luxury of watching great shows come and go, like watching cruise ships in the harbor. 

What are the critical factors that will hasten the decline of an event? I’d boil them down to two:

1. Losing positive engagement with your key stakeholders, who are: 

• Top 10 sponsors
• Top 10 content drivers or thought leaders
• Top 10 attendee groups
• Top 10 suppliers (hotels and general service contractors)

Someone has spent years building the relationships that grew the event to be a market leader. As the event grew, you may have started to take things for granted or gotten greedy, with large profits rolling in, and forgot the nuts and bolts of keeping relationships healthy and mutually profitable. As the market grew, your competitors became hungrier than you, and started treating your stakeholders better than you, and they started to drift.

2. Not knowing what’s going on in your market from a DNA level 

Is your knowledge of your marketplace ‘imported?” Are you part of the market or just serving it?  If the latter, how do you know which innovations to feature without being too forward or not forward enough? 

That’s the bad news. How do you reverse the trends? Just do the opposite of the above: make a commitment to keep all your relationships healthy and your knowledge current and relevant. Resting on your laurels in this business is going to eventually end in disaster…

Conference Producers: Have Faith in Fun

No friends to controversy, conference producers like safe.

Safe speakers. Safe subjects. Safe surroundings.

But safe's also stodgy.

Safe doesn't leave room for fun.

Education researcher Dorothy Lucardie interviewed 50 adult students and teachers and discovered fun boosts leaners' motivation, concentration and engagement.

By injecting fun into classrooms, "more adults are encouraged and motivated to participate in learning with enthusiasm for the journey and optimism for the outcomes," Lucardie says.

If your only goals as a conference producer are to herd attendees between sessions and ensure the pastries are peanut free, your goals are obsolete.

As app designers know, fun is the new professional. Just as the lines between "business" and "casual" have blurred, so have those between "serious" and "fun."

Updating the way you design conferences may send chills up your spine.

But, as fun theorist Bernie DeKoven says, "Have faith in fun."

3 Tips for Better Event Photography and Video

Michael J. Hatch contributed today's post. He is Director of Sales for Oscar & Associates, an event photography and video production company specialized in conferences, exhibitions and corporate events nationwide.

Pictures Will be Worth 10 Thousand Words… Tomorrow

Don’t just go through the motions of contracting a photographer and telling them you want "three days' of candids and posed photos." There’s more to it than that.

Provide the photographer answers to these questions: What is the theme of your event? What are its goals? And—most importantly—what are the goals of next year’s event? Promoting tomorrow's event may be the primary reason you're capturing images today.

Ask for Bold, Unique and Creative

Most photographers are creative people. It’s one reason they chose the profession. Your photographer will love you for asking for bold, unique and creative shots.

If you tell a photographer you simply want candids and posed shots, that’s all you’ll get. Your photos will look just like all the photos you'd ever find on any event organizer's website.

Ask in addition to candids and posed shots for close-ups, shots on angles, backlit shots, overhead shots, and foot-level shots.

Georgia O’Keefe said it best about her famous giant florals: “If I painted them like all the Old Masters' still-lifes, no one would have ever paid much attention.”

Videos Will be Worth a 100 Thousand Words

Look at YouTube, websites, blogs and emails: event organizers are using videos, because videos are infinitely more engaging, believable and shared.

Capture video testimonials with attendees, exhibitors, sponsors and speakers. Ask for videos of the live action on your show floor, keynote sessions, educational sessions, receptions and evening events. 

And if you want “bold, unique and creative” results, ask for aerial videos, both indoor and out. Drones make aerial videos more affordable than ever.

Going Virile

Ad exec Madonna Badger's new video We are #WomenNotObjects, which asks marketers to stop eroticizing females, is hot, The Wall Street Journal reports.

Ms. Badger's beef is only one among many voiced by women in advertising, including the 21,000 sister mad women who comprise the 3% Conference.

3% Conference founder Kat Gordon told Forbes the issues surround "lack of."

"Lack of support for motherhood, lack of mentorship, lack of awareness that femaleness is an asset to connecting to the consumer marketplace today, lack of celebration of female work due to gender bias of award juries, lack of women negotiating their first agency salary and every one thereafter," Badger said.

Female event marketers are also flexing their muscles.

AWE, the Association for Women in Events, has opened its doors in Washington, DC, according to TSNN.

How to Write a Killer Abstract for Your Next Presentation

Marketer Tony Compton contributed today's post. He is the founder and managing director of communication coaching consultancy GettingPresence.

When you’re scheduled to give a presentation, chances are you’ll have to provide a session abstract that titles your talk and describes your session.

Session abstracts enable readers to evaluate an event in advance, playing a vital role in helping them determine if the event is worth the investment in attendance.

On site, abstracts compete for attendees, as they choose which sessions to attend when multiple presentations are being given.

Unfortunately, far too many session abstracts are poorly written. Writing one is an afterthought to most presenters, and is usually delegated to a marketing manager who isn’t the presenter and who's largely unfamiliar with the presenter's content.

Writing concise and compelling abstracts for your presentations will give you a clear competitive advantage.

My recommendation is to write your abstract as a condensed case study:

• Title your session with the solution to a common business challenge; for example, “Increasing Customer Retention by 30% with Predictive Analytics." 

• When writing the session description, state a common problem your audience faces; summarize your strategy behind solution-development; and itemize supporting tools you have used to help solve the problem.

• Close by hinting at the payoff of the work, using several bullet points that quantitatively highlight results.

Remember, too, that audiences see through thinly-veiled sales pitches, and their session descriptions. Always keep in mind what the audience will learn from your presentation, and your session abstract will be a winner.

Adults Say the Darndest Things

Today's post was contributed by Margit Weisgal, author of Show and Sell: 133 Business-Building Ways to Promote Your Trade Show Exhibit. Margit writes for The Baltimore Sun on Baby Boomers' issues and interests.

For 17 years, TV personality Art Linkletter hosted a segment on his daytime show called "Kids Say the Darndest Things. He'd interview children and watch them, wide eyed, as they spouted incredible responses to his questions.

Like Linkletter's kids, the adults who staff your trade show exhibits also say the darndest things. One of my favorites is, “Why do I have to be here, when I could be out meeting customers?”

Really? What do they think they’re doing at the show?

Sometimes—maybe too often—we don’t take the time to explain to staff our goals and objectives for a trade show. 

When they don't understand why you're participating, or what you hope to accomplish, they'll work like a team of horses pulling in different directions. Not a team at all.
 
Marketing is about more than what you say. It’s also about what you do. And actions speak louder than words. If the two don’t jibe, your credibility goes away. 

It’s the darndest thing.

Don't Just Do Trade Shows. Do Trade Shows Right.

Today's post was contributed by Margit Weisgal, author of Show and Sell: 133 Business-Building Ways to Promote Your Trade Show Exhibit. Margit writes for The Baltimore Sun on Baby Boomers' issues and interests.

When it comes to finding and interacting with a qualified audience, trade shows continue to be at the top of the list. 

Trade shows are the only place where you can customize your marketing message to fit the person in front of you (all the technologies out there still put prospects in groups); and the only place where you can create impressions that last longer than a few seconds.

But (and there’s always a "but"), trade shows have to be done right. 

Doing it "right" means training your staff to ask questions. Why? Because how they interact with visitors is very different from any other conversation they have.

Booth staff should always ask visitors questions before pitching them. Who are you? What do you do for your company? What brought you to the show? To our booth? What’s your agenda for the show?

Only when you understand what’s in it for them, can you be memorable, by positioning your response in terms of visitors' needs.

We do business with people we like, trust, and respect. That only happens when you listen first and talk later. And that’s doing it right.

Events, One. Robots, Nothing.

Robots will ruin content marketing in coming years and make events the top channel for B2B content sharing.

With 71% of B2B executives already down on marketers' content, it won't be long before 99% of them shut their eyes to it.

Marketing automation users are to blame. 

In their frenzied efforts to target personas, they've forgotten persons.

The persons least targeted are, in fact, the folks who share the content that most influences buyers.

As salespeople know, sales result from speaking and sharing the right content with the worker bees who forage at trade shows.

That's why the event industry has been forever able to tout its channel as B2B's Number 1 "sales accelerator;" and why events have perennially been B2B companies' Number 1 choice among media for lead generation and relationship management.

The demise of content marketing will soon make events the top medium for content sharing, too.

DISCLOSURE: My employer serves the event industry.

The Internet of Experiences

The Internet of Things is coming, David Pierce writes in Wired, "like a molasses tidal wave."

Not so the Internet of Experiences, if event marketers have their way.

Last year saw quantum leaps in product design by the tech companies that serve event marketers (firms like Cvent, DoubleDutch, Eventbase—even Facebook).

Those improvements practically assure event marketers will embrace event tech—and with gusto.

While gizmos galore have been dispensed at events, none ever became indispensable.

In 2016, finally, that will change.

DISCLAIMER: My employer is an investor in DoubleDutch.

Disruption is for Idiots

Technology journalist Michelle Bruno's most recent article, "What Disruption Really Looks Like," prompted me to phone her. 

In the course of our conversation, she asked me why tech company executives—disruption's tireless cheerleaders—so often rest on their laurels.

In my answer, I fell back on one of my favorite words, hidebound.

Tech company execs who succeed, with few exceptions, turn hidebound; and their standpatism leaves their companies exposed.

Hidebound is often applied to larger-than-life figures of military history.

Major General Ambrose Burnside, a West Point-trained insider, was one.

In December 1862, he caused 13,000 casualties in one day, when he threw his troops against Robert E. Lee's entrenched Confederates in two assaults at Fredericksburg.

Burnside wasn't an idiot. He simply assumed he could use tactics that had worked for his century's greatest soldier, Napoleon. But Napoleon's soldiers faced smoothbore muskets, not rifles.

Too bad he wasn't an idiot.

Like all West Point insiders of his day, Burnside was blind to the effect of a disruptive change in technology.

Idiot comes from the Latin word idiota, an "outsider."

Disruption takes an idiot: an outsider unschooled in the assumptions, unversed in the tactics, and unacquainted with the rules, the business models, and even the names of the players.

The insiders are all hidebound.

Disclosure: The hero of Michelle Bruno's extraordinary story is my employer.

Your Speech Insurance Policy

Media and presentation skills coach Edward Segal contributed today's post. Edward has helped hundreds of executives deliver memorable presentations. His advice is based on his experience as a journalist, public speaker, PR consultant, press secretary, and association CEO.

Opportunities to speak in public can be golden opportunities to discuss or demonstrate your expertise, accomplishments, activities or opinions. 

Here’s my checklist of items to keep in mind before you accept any speaking invitation, and suggestions on how to prepare for and get the most out of your presentation. 

Consider it, if you will, your speech insurance policy.

Invitations

• Don’t accept speaking invitations for which you are unqualified or unprepared (don’t let your ego get in the way).

• Ask the organization if there is anything special you should know about the audience or the group (forewarned is forearmed).

• Know the basics of the speaking situation (format, length, time, location, etc.). 

Appearance

• Dress appropriately (usually one level above the audience). 

• Remove any distracting jewelry, name tags or badges before you start (it’s all about you). 

• Stand out from your backdrop (dress in contrasting colors so you don’t disappear).

• Check yourself in a mirror before you go on (lipstick, food in teeth, straighten tie, check zippers and buttons, etc.). 

Equipment

• Test out the mike beforehand to know how far to hold it from your mouth. 

• Adjust the mike so it does not hide your face.

• Do not assume that just because you may a have a loud voice people will be able to hear you without a mike. 

• Assume nothing will work the way it should and plan accordingly (Murphy’s Law). 

Content

• Prioritize and limit your messages (limit them to 3 or 4).

• Customize your presentation to meet the needs of the audience or organization. 

• Answer the two key questions every audience has for every speaker and topic: Who cares? and Why should I care? 

• Make sure they understand you (refrain from using jargon, buzzwords, and technical terms and phrases your audience may not understand).

Rehearse

• Practice your presentation, but not to the point where it sounds memorized.

Don’t Talk to Strangers

• Greet people as they arrive (this will guarantee that you will not be speaking to strangers, but to people you’ve just met). 

Waiting to Go on

• Take one last bathroom break (better safe than sorry).

• While waiting to be introduced or, if on a panel, do not look bored or distracted while others are speaking (pay attention!). 

Delivery

• Know your stuff (your material, arguments, facts and figures).

• Know what you will say to open and conclude your remarks, and eliminate any unnecessary information in between. 

• Be sure to thank them for inviting you. 

• Tell them why you are there (don’t assume they know).

• Show your story, don’t just tell it (find and use charts, slides, props, etc.).

• Keep the audience awake (don’t bore them).

• Don’t get rattled if you forget some of your points; the audience will not know what you forgot to say. 

• Arrange for someone to give you a two-minute warning (don’t speak longer than scheduled). 

• Do not thank them for listening (it’s demeaning to you and to them).

• Give the audience the gift of time (end early).

Why Experiential Marketing Rules

Fortunate folks can say, "Wow, I just had a peak experience."

But no one has ever said, "Wow, I just had a peak advertisement."

Ads can grab us, hold us, and charm us; but only experiences have, baked-in, the promise to unleash moments of self-actualization.

That's a prime reason experiential marketers keep pushing the envelope, as Lucasfilm did recently at Comic-Con.

Admit it or not, we all want to be "peakers."

In Religions, Values, and Peak Experiences, Abraham Maslow first described peak experiences as, "rare, exciting, oceanic, deeply moving, exhilarating, elevating experiences that generate an advanced form of perceiving reality, and are even mystic and magical in their effect."

Peak experiences can arise from simple, accidental life events, or be engineered.

Artists, in particular, are specialists in engineering them.

A peak experience of my own took place in 1991, when I worked on the crew that installed Christo and Jeanne-Claude's The Umbrellas.

I was one of 960 fans who labored for five days at minimum wage to erect 1,760 immense yellow umbrellas atop the brown hills that hug an 18-mile stretch of Interstate 5, 60 miles north of Los Angeles.

The morning of The Umbrellas' big reveal, we ran headlong, like kids on Christmas morning, from one giant umbrella to the next to crank them open.

That experience was indeed "exhilarating." But the luminous part came next.

Once the 1,760 umbrellas were open, curious crowds appeared.

Christo and his wife had engineered a wonder.

I saw young mothers gasp and their children chuckle with delight.

I saw crusty ranch hands gape from their jeeps.

I saw migrant workers skip and dance.

I saw a beefy tractor trailer driver stop on the interstate's shoulder, climb from his cab, take a long look at the hills, and burst into sobs at the beauty.

In their aftereffects, Maslow says, peak experiences leave us with the feeling the world's truly perfect.

We turn into "peakers," he says, and long for a chance to repeat the experiences.

Because we all seek perfection.

How to Present Perfectly

Great speakers love triads.

Gaelic bards loved them—because they can be readily memorized.

Roman orators loved them—because they structure ideas.

Modern leaders love them—because they inspire.

In their new book, Communicate to Influence, speech coaches Ben and Kelly Decker urge execs to use triads whenever they prepare a presentation, calling triads the "perfect framework" for sales pitches, product launches, motivational talks and business briefings.

In three short strokes, triads create patterns and rhythms, which makes them inherently more intelligible than longer lists of things.

Triads are also more persuasive and memorable than long data dumps. Just think of the many you remember:

• Veni, vidi, vici
• Friends, Romans, countrymen, lend me your ears!
• Life, liberty and the pursuit of happiness
• Liberté, égalité, fraternité
• Government of the people, by the people, for the people
• The truth, the whole truth, and nothing but the truth
• Truth, justice and the American way
• Stop, drop and roll
• Wine, women and song
• Location, location, location

As writing instructor Roy Peter Clark says, "In the anti-math of writing, the number three is greater than four. The mojo of three offers a greater sense of completeness than four or more."

Your Event is Either an Experience or a Waste of Time

While they puzzle over details, many event organizers never grasp the key to a satisfactory event.

It has to deliver an experience.

In the same way a restaurant is not about food, an event's not about tables, chairs, booths, badges, busses, signs or even speakers.

An event is about an experience.

Restaurateur Danny Meyer says the restaurant's job isn't to serve food.

It's to create an experience of wellbeing: to instill in each patron the sense that "when we were delivering that product, we were on your side."

Delivering an experience justifies the patron's expenditure—not of money, but of time—Meyer says. "When they leave, are they going to say, 'That was a good use of my time?'"

"The most precious resource we all have is time," Steve Jobs once told a reporter.

Are you delivering an experience, or wasting your attendees' time?

The Top 2 Mistakes Millennial Exhibitors Make

Ask 100 Millennials if they think trade shows are worth their time and money, and 98 will say "Yes," according to the Center for Exhibition Industry Research.

But, like their Boomer forebears, Millennials continue to botch their participation.

Millennial exhibitors' Number 1 mistake?

Presuming the sale.

Like many Boomers, Millennial exhibitors pose questions only as a pretext to presenting.

Rushing to close, they impress attendees as pushy; and attendees flee the booth as quickly as they can.

Young exhibitors who close presumptively leave the show each night complaining about the "terrible traffic."

Millennial exhibitors' Number 2 mistake?

Bantering.

Like many Boomers, Millennial exhibitors idly chat—a lot. But, while banter beats aggression, it doesn't do much for sales. Attendees learn plenty from exhibitors who love banter—but only about football scores, the weather, and the price of food in the convention center.
 
Young exhibitors who act like social butterflies leave the show each night complaining attendees "only came for the tchotchkes."

What's the answer?

Quit presuming the sale, nix the small talk, and ask good questions.

In other words, try a little progressive qualifying.

And be sure to ask attendees questions they might actually answer:

• How did you reach this point in your career?
• Whose idea was it to shop—the boss's or yours?
• What happens if you don’t find a solution?
• Do you have a favorite vendor?

Six Principles of Persuasion: Liking

Part 4 of a 6-part series

You're feeling the power of liking when you accept the affable rep's suggestion to rent a Mercedes, even though you'd be happy with a Hyundai.

Robert Cialdini claims three factors affect likability: 

• A person's physical attractiveness;
• Her similarity to ourselves; and 
• Her readiness to compliment us.

The more these factors are in force, the more likable the individual.

Liking explains why the handsome account exec enjoys a bigger income than his homely colleague; why the insurance agent is so quick to tell you he shares your passion for mountain biking; and why the Realtor says you have beautiful children.

Want to persuade someone? Preen. Relate. Flatter.

Greening Your Event: The Attendee Experience

Part 3 of of 3-part series

Today's guest post was contributed by Cara Unterkofler. She is Director of Sustainable Event Programs at Greenview.

While it’s true the majority of your event’s carbon footprint is generated by things your attendees will never see, there are many additional practices that will affect your attendees' experience—and how they evaluate your brand.

According to GreenBiz, more than 80 percent of a typical company’s market valuation today is intangible, up from only 18 percent in 1975. 

That means the cheesy give-aways, the absence of recycling bins, and the over-abundance of unnecessary printing are sending your attendees a message about your brand, and affecting your organization's worth.

Likewise, seeing that you printed all your materials on FSC-certified paper; that you planted a tree for every attendee (to offset emissions and rebuild ecosystems); and that you provided a menu of seasonal, healthy foods also sends attendees a message: your organization is progressive and mindful, and is leading the way toward a community worth being part of.

Greening Your Event: The Venue

Part 2 of of 3-part series

Today's guest post was contributed by Cara Unterkofler. She is Director of Sustainable Event Programs at Greenview.

If selecting your destination is the most important sustainability decision you'll make, the second most important sustainability decision concerns your hotel and venue partners, which in many cases are the same building. They comprise 70-90% of your event’s non-travel footprint.

To select an efficient and sustainable hotel or venue, you don’t need to brush up on energy efficiency and water conservation, or create a mile-long RFP no one has time to read. 

In the case of hotels, you can start by seeking out properties with reputable third-party ratings such as LEED or Green Key. Ask the hotel for a fact sheet on the its sustainability initiatives, so you can stay up-to-date on best practices. And ask what the property can offer your attendees. For example, Starwood Hotels can pre-enroll your room block in its “Make a Green Choice” program.

Greening Your Event: The Impact of Destination

Part 1 of a 3-part series

Today's guest post was contributed by Cara Unterkofler. She is Director of Sustainable Event Programs at Greenview.

The environmental impact of an event can be measured using various metrics. 

One popular metric is the event’s "carbon footprint."

The graph (representing a large citywide event with a substantial expo) shows that the largest contributor to an event’s carbon footprint is the fuel used by attendees to travel to the destination (fuel represents around 80%). And don’t forget there's freight being shipped along with them, representing another 5-15% of an event’s total carbon emissions.

This means you don’t have to understand carbon footprinting and the science of greenhouse gases and climate change to make a huge difference, when it comes to sustainability; nor go digital; nor figure out if your printer uses vegetable-based inks.

It simply means you need to select an event location that is close to attendees and, ideally, accessible by car or train. 

You’re likely already doing that, so keep it up and feel good that you’re not only increasing your odds of greater attendance, but having a positive effect on climate change from the comfort of your office.

What Do Gen Yers Want from Tradeshows?

Part 2 of a 2-part series

According to new research from Amsterdam RAI, organizers need to indulge Gen Yers, if they hope to attract them to tradeshows.

“Generation Y are used to getting exactly what they want," the RAI says. "They are conscious about world problems and love to have specific knowledge and skills that give them value in their networks. Gen Yers are children of a our visual culture and therefore love everything visual."

As a result, the RAI recommends organizers:

• Deliver collaborative experiences and know-how before, during and after the show.
• Be playful, hip and socially conscious when marketing.
• Invest in a strong visual identity.