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.

The Young and the Badgeless

To event-industry old salts, working an event with unofficial credentials is known as suitcasing.

To the unwashed, it's known as crashing, hacking, lurking and lobbyconning.

"There is a long tradition of those who simply show up for conferences, wallets closed," Jane Levere reports in The New York Times.

"But for young entrepreneurs on limited budgets, particularly in the technology field, the importance of the personal introduction has only increased. Just don’t mention the fee."

While I think suitcasing's a nice problem to have, consultant David Nour considers it symptomatic of a dying event.

The handwriting's on the wall when attendees refuse to pay for credentials, Nour says. "And its message is bleak."

Producers routinely come down on suitcasers in Stalinesque fashion.

One producer calls them bottom-feeders "mooching off everyone else who has spent marketing dollars to be at the show."

But suitcasers may not see themselves as mooching, doing damage to their own reputations, or even harming the event.

One suitcaser in fact told Levere he was an evangelist. "I think I’m adding value by spreading the word," he said. "A lot of people most likely attended the conference because I mentioned it.”

Where do you come down? How do you come down?

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.

As They Like It

All the world’s a stage, and all the men and women merely players.

As You Like It, Act II, Scene VII

As Adrian Segar says in The Power of Participation, given everything we know about active learning—and everything today's attendees crave from a conference—it's "almost unethical" to focus on an event's stage, where speakers control the content.

But how do you shift attention from a handful to many players?

Do your homework. The whole of attendees' perspectives is greater than the sum of speakers' parts. So ask attendees through a pre-event survey what content matters most. And consider using professional telemarketers to conduct the survey. The findings will surprise you!

Demand more. Insist your emcee lets attendees know you expect participation and highlight the opportunities attendees have to participate throughout your event. You can technologize participation by adding a second-screen experience.

Offer carrots. Ignite your audience by building in rewards for participation. Chances to win gift cards and sponsors' swag will bring out attendees’ competitive urges.

Deliver an experience. Provide content in contexts that sensually engage attendees (brands do it all the time). Use A/V, lighting, decor, aromas, and professional talent to boost audience involvement.

Continue the conversation. Extend participation after your event through online forums, hangouts, and social media. Create post-event videos and e-books, send them to attendees, and solicit feedback.

Bye Bye Love

ToutApp CEO "TK" Towhead Kader, who prides himself on "operational ruthlessness," is through with events; or, at least, with other people's events (OPE).

"If you’re attending any of the sales conferences this year, you may notice a distinct absence of a ToutApp booth," he says.

OPE have proven a heart-breaker. "As we looked back at our marketing spend in the past year, we couldn’t help but notice how paid speaking arrangements, booths, and sponsorships accounted for a lot of our spend but not a lot of attribution to closed business or real pipeline," TK says.

The CEO is diverting his company's spend on OPE "to things that have worked 10x better."

What are those things? Proprietary events (PE).

"We’ll invest in our own events in association with people we love," TK says.

"With all the money we save, we’ll spend that money to invest back into our product, pay our employees at competitive rates, and net-net, be an operationally ruthless company."

Childish Tchotchkes

Want to win over a jaded audience at your next trade show?

"Appeal to the inner child," says marketing consultant Jill Amerie.

Amerie recounts a midnight film screening at this year's SXSW.

A house full of film journalists sat waiting for Keanu, an action-comedy about a kitten, to finally begin. The mood was sullen and bitter.

"Then something interesting happened," Amerie says. 

"The comedic team of Key and Peele came on stage with a basket of toy kittens. They started throwing the stuffed animals into the audience, and suddenly, those tired, grouchy journalists were jumping to catch them like a bunch of bridesmaids going after the wedding bouquet. 

"A lot of those kittens will end up going to the children of those attendees, but it’s a safe bet that a significant number of them will end up in their offices, too."

How to Enter on a High Note

Two German psychologists arranged an experiment.

They asked respondents to watch a video of violinists and judge their talent.

Respondents gave the highest marks to the violinists who nodded at the audience—before performing.

"Stage performers are the consummate experts in making a grand entrance," Susan Krauss Whitbourne says in Psychology Today.

"Even classical musicians, whom you might think of as controlling impressions by their ability to perform the piece, control the audience’s reaction to their work by the way they first make their appearance in the concert hall."

Dr. Whitbourne offers these eight tips for making good first impressions:

Decide how grand your entrance should be. Tread lightly, especially in informal situations and those in which you know everyone present.

Be prompt. Don’t be the last to enter the room, if you want to appear reliable. It also helps to welcome others with a smile and handshake.

Show the appropriate emotion. Serious occasions demand a display of gravitas; parties, a show of pleasantness; negotiations, a poker face.

Pause to gather your thoughts. You'll benefit from a momentary mental rundown of what you’re hoping to accomplish in the situation.

Look around at the people in the room. Take your cue from the violinists: return people's gazes and nod at your audience.

Determine when you’re not the center of attention. When you're not the big cheese, be dignified, not grand.

Look like you’re glad to be there. You might dread the occasion, but if you show anxiety or disdain, you guarantee a bad outcome.

Don’t fret a botched opening. You trip as you walk onto the stage. You drop all your notes. You skip immediately to your last slide. The teleprompter breaks. "Oops moments" are common—and recoverable, if you don't willow. Just smile and get on with the show.

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.

Hot Spots

B2B events are hot.

Freeman (my employer) has just released a compilation of statistics that proves it. Among the findings:

• 225 million customers attend 1.8 million events annually

• $565 billion is spent on events annually

• 20% of a marketer's budget is devoted to events (the single largest spend)

• 48% of brands see an ROI on events from 3:1 to 5:1; 41% see even better

• 93% of executives say events increase their chance to close deals

• 98% of customers say events increase their purchase intent

• 79% of brands will boost their involvement in events this year

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."

View-Master Revisited

This week, I was treated to a rough-cut of a DMO's forthcoming virtual reality promotion.

The glories of the city's convention center and hotels were revealed in full and fabulous 3D.

Writing for Associations Now, Samatha Whitehorn claims VR is destined to become "a mainstream feature of association meetings and destination marketing."

Little wonder, Whitehorn says. "The power of VR is that it gives the viewer a unique sense of empathic connection to people and events."

DMOs will tap VR to give their cities an edge in event planners' eyes, and even offer it as an alternative to live streaming, so folks unable to attend an event can join in from afar.

But wait a cotton-pickin' minute!

"VR's going to kill my event," every planner's shouting.

Not in my book.

I may be a curmudgeon, but VR is only higher octane View-Master.

Don't get me wrong: I loved View-Master as a kid. But it didn't keep me from exploring the world beyond my bedroom.

I predict VR will indeed find its niche—alongside the Pet Rock and the Cabbage Patch Kid.

What do you think?

Your Ex-Spouse and Your Event Have Something in Common

April 14 marks the first-ever Global Meetings Industry Day.

The event-industry advocacy group Meetings Mean Business joins forces with the Convention Industry Council to celebrate meetings with rallies, proclamations and social media storms.

April 14 is also set aside for National Ex-Spouse Day, National Pecan Day, National Support Teen Literature Day and National Dolphin Day.

Busy day.

10 Tips for Promoting Your Next Event

"Event marketers are used to doing a marketing task and crossing it off their list," says BrightBull director Ricardo Molina. "Social media isn’t like that unfortunately."

Social media takes perseverance to pay off.

Molina offers 10 tips to help you reach the finish line:

1. Start with influencers. Ask them to share their opinions on a topic or discuss what they're reading at the moment.

2. Focus on your audience’s pain. Forget about amassing followers, and focus instead on engaging people by publishing relevant content.

3. Tell a story bigger than your event. Tap into industry trends and news. People will register for your event because your finger's on the pulse.

4. Automate, but don't go on autopilot. Unless you're engaged in online conversations, you're faking it. "Automation can be a great time saver, but unless your technology is enabling you to build better relationships online as well as making your life easier, it's suspect," Molina says.

5. Blog. LinkedIn posts have only hours to work, Tweets only minutes. "Great blog posts deliver traffic for years."

6. Don’t expect influencers to help overnight. Results will take months, and come only if you stay on task.

7. Stick to one voice. Inconsistency detracts. "There's nothing weirder than talking to someone on social media and one day they're all informal and jokey and their next post is like a corporate jargon-athon."

8. Enlist your team. Do more with more. "Even if all they do is retweet or give you a bit of a generic back slap for your content, it all counts."

9. Make social media a habit. "Social media isn't an add on 'seasoning' to an event marketing plan," Molina says. You must make a serious effort.

10. Invite followers. Inform, intrigue, instigate, incent; and eschew all me-talk. "If all you do is go 'me, me, me' it's not going to be the shocker of the century when people stop listening," Molina says.

Does the Events Industry Have Any Political Influence?

Michael Hart contributed today's post. He's a business consultant and writer who focuses on the event industry.

Everybody’s heard at least a little bit of the political chatter over restrictions on LGBT people in Georgia and North Carolina lately.

A week or so ago, Georgia’s governor rejected a bill the legislature passed that would have allowed businesses not to serve gay people if it conflicted with their religious beliefs. About the same time, the North Carolina state governor said of a similar bill—this one creating a law about which public restroom people are supposed to use—“Bring it on!”

According to Atlanta Convention & Visitors Bureau CEO William Pate, the billion-dollar business the events industry brings to Atlanta every year had something to do with the Georgia governor’s decision. In North Carolina, a statement from the High Point Market Executive Committee made it clear customers are already starting to pull out of its event later this month—and North Carolina Gov. Pat McCrory isn’t budging.

So, did lobbying on behalf of the events industry make a difference in Georgia, but not North Carolina?

The truth is that it’s hard to know. While those of us who run tradeshows, conventions and conferences feel like we’re pretty important people—especially when we bring a citywide to town—the reality is that, compared to other industries, we’re small change.

But our customers are the real thing. And the fact that companies like Disney and Coca-Cola feel a need to take a political position in order to retain their customers tells you something about how much the way they approach their businesses has changed over the years. They aren’t just merely responding to markets anymore; they’re responding to the sentiments of their customers in ways that go beyond whether they’ll pay a certain price for a certain product.

Nothing in business is as simple as it once was—and that applies to the events industry as well. Yes, there are show organizers who still get away with selling their quota of 10 x 10s every year and creating a lineup of PowerPoint presentations by sponsors that they then call a conference program. But their days are numbered.

As customers in every part of the business world change how they do business, so must event organizers.

4 Keys to Content Marketing for Events

Event producers didn't have enough to do.

Now comes content.

No sweat.

BrightBull founder Ricardo Molina offers four keys to unlocking the time you need for content marketing:

1. Repurpose. Event production is a treasure trove of content. Your list of speakers and the producer’s notes about their expertise are "a quick polish away from being a 'who’s who' list." Transcripts of production research calls are "blog posts in the making." "Think about all the possible sources of content that already exist in your organization," Molina says. "You’ll be amazed how much there is."

2. Outsource. Why tackle the chore alone? "The world is full of great content creators," Molina says. Buying or bartering for third-party content can be a great way to acquire super stuff, quickly. Combine the task with your search for email lists.

3. Repackage. "Take one kick-ass piece of original content, e.g. an industry survey, and create a whole content series out of it," Molina says. Publish the findings as a report, an e-book and an infographic. Ask speakers to write responses to the findings for your blog.

 4. Email less. Invest less time in emails, to free time for content. "Emails are "the event marketing security blanket," Molina says. "Event marketing plans are littered with them." But with all your time spent writing and blasting emails, you have none to spare for content. Change that.

Chili Pepper Burns

Mary Boone co-authored today's post. She is considered a leading authority on the design of meetings to incorporate engagement.

Bob:

For as long as I've been involved in event promotion, I've been stymied by the ubiquitous chili pepper brochure.

From time immemorial, every event planner who's ever held an event of any size anywhere in the American Southwest, it seems, has illustrated the cover of her promotional brochure with a chili pepper.

I understand why a B2C event planner might use the tactic.

But why—when attendees are time-starved, budget-conscious and results-driven—do B2B event planners persist in the belief that destination matters? That destination influences prospective attendees' decision to attend a B2B event, or prefer one event over another?

The answer: DMOs.

Destination Marketing Organizations (in quainter times called "Convention and Visitors Bureaus") have brainwashed two generations of B2B event producers.

And not for the better.

In the drive to "put heads in beds," DMOs have propagated the myth that B2B events are just a form of tourism.


Their sway over B2B event planners has cost the planners dearly—in attendance, income and career.

That's why I insist chili pepper burns.

Mary:

I don’t think the answer to this situation is to dismantle DMOs. I think the answer is to raise awareness and educate.


Imagine this. An event planner is putting together an event. She is trying to figure out, among a million other details, where to hold it.


What if she knows the “Flo” (think Progressive insurance) of DMO professionals? She calls Flo. “Flo, I need to hold this event somewhere and I’m not sure where.”


Flo: “Tell me more about the objectives of the event. What’s your organization trying to achieve? What type of environment is going to support those objectives? Tell me more about the culture of your organization…”


Then, after a great conversation, Flo says, “You know, I’d love to be able to say that Chili Pepper, Texas, has the perfect venue for you, but this one time I have to admit that Vancouver, B.C., might be better.”


Shock and awe. So this time Flo doesn’t get the business, but guess who our planner is going to call every time she needs help?


If DMOs are educated to be consultative, client-centric, and business-focused in their interactions with planners, they can be deeply essential to the process of strategically selecting a location that matches the needs of both the event and the business.