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.

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.

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.

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?

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.

Why Event Planners Should Use Distinctive Imagery

Part 5 of a 5-part series on event design

Want your event to be memorable?

Use distinctive imagery.

According to neuroscience research, we pay attention to imagery that's novel and surprising.

Moreover, we recall images that are salient; we forget images that are common.

Thanks to Ron Graham of Freeman for providing this event-deisgn tip.

NOTE: I wrote this post in 2013, not imagining that two years later I'd be employed by Freeman. Wonders never cease. 

Why Event Planners Should Still Embrace Print

Part 4 of a 5-part series on event design

Like most forward-thinking businesspeople, event planners are going green.

They're systematically eliminating printed handouts—programs, floorplans, directories, catalogs, flyers, brochures and booklets—in favor of digital publications.

But planners should think twice.

According to neuroscience research, publications printed on paper strike a deeper emotional chord than digital publications, because they engage the brain's spatial memory.

So if you want a handout to create impact, print it on paper.

Digital does have one big advantage over print, however, when it comes to stirring emotions.

It can incorporate audio and video.

Thanks to Ron Graham of Freeman for providing this event-design tip.

NOTE: I wrote this post in 2013, not imagining that two years later I'd be employed by Freeman. Wonders never cease. 

Why Event Planners Should Cut Choices

Part 2 of a 5-part series on event design

Choices have power over us.

Too many can cause us to crumble.

If you're offering attendees too wide an assortment—dozens of hotels, seminars, menu items, networking activities or after-parties—you're doing them a disservice.

It hardly matters attendees always say they want unlimited options.

According to neuroscience research, vast selection inhibits decisionmaking.

Cutting choices to three or four eliminates attendees' anxiety and helps them decide.

Thanks to Ron Graham of Freeman for providing this event-design tip.

NOTE: I wrote this post in 2013, not imagining that two years later I'd be employed by Freeman. Wonders never cease.