10 Ways to Show Love to Your Event Attendees

I love a good cliffhanger on TV shows, wondering what may happen next to my all-time favorite couple or characters I have been watching for years and years. The excitement and build-up of watching a show week after week, enjoying storyline after storyline makes me invested in not only the series, but also the characters on the show.

I feel as if I know them on a personal level; I could sit down and have a real life conversation with any character on the show, and basically be BFF’s with them in the real world. Cliffhangers create the “oh my gosh, I can’t wait” factor for the audience. You then find yourself biting your nails, and looking up spoilers and clues as the months pass by until the next season airs.

This is the same reaction Event Planners want to provide to event attendees for every event they attend. Planners want to capture your attention, keep you in suspense, and make you wonder what may happen at next year’s event! Here are ten amazing ways Event Planners can show love to their event attendees!

Create the “Oh My Gosh” Experience

Leading up to any event, pay attention to every small detail, especially in the marketing you do to attendees. When you start planning the event, design and create ads, banners, emails and campaigns that get your attendees excited about the event in short, fun and unique ways.

Give them the highlights and then move on. The idea is to provide a sense of appeal – the wonderment of “what may” happen at the event, which may start social swirling of your event hashtag and fun back and forth interaction between event attendees. Only give them small pieces to the puzzle, and make them wonder, “what’s that all about?” They will want to know more.

Provide a Sneak Peek

Allowing your attendees to see a bit of the fun before they arrive at the event will excite them more! Just like a movie trailer, put together a fun 2-4 minute collage of event highlights to look forward to. This could even be snippets of some of the keynote speakers, to create buzz around their speaking sessions. Be sure to include hashtags, social info, and make the videos fun and engaging.

Remember Digital is Key

Nowadays everything and anything you can do online or via your mobile device is the way to go. Make sure you create a mobile app, and work with your event team to ensure the registration process is as seamless as it can be. Have all attendees fill out their information before they arrive, and check in with a QR code, or mobile scanner when they come onsite to collect their badges.

Have all attendee bags ready to go right away, and have staff greeting each attendee, along with an information desk ready to ask any questions attendees may have as they come onsite the first day.

Cover Incidentals

Nothing feels better than coming to an event and having more than you dreamed of covered for you, rather than having to dig into your own pockets.

As an event manager, make sure you cover the minor details for your attendees such as valet parking, coat and luggage check, and free Wi-Fi in the expo hall and all hotel rooms. It’s nice to feel the extra perks as an attendee!

Assure Visibility and Audibility Everywhere

As an attendee of an event or conference at some point in our lives, we can all say it’s a pretty bad feeling when you can’t see or hear a speaker talking. What’s the point of paying all of the money for a conference pass, hotel room and flight to get somewhere and not be able to learn anything?!

Make sure you plan well, work with technicians onsite months in advance, not just in the keynote rooms, but ALL rooms where you will have speakers, but also in the expo hall. At times there are announcements, and during networking or larger crowded times, you want to make sure everyone can hear when an announcements being made.

Be On Call 24/7

When attendees post questions to social, send an email or come up to event staff onsite, be sure to have a response ready to go in a prompt timeframe. Events can be overwhelming, and attending events can be stressful if you have never been to a specific venue before, or know where you are going.

Event planners should keep FAQ’s on hand and prompt their staff with a quick list of “top ten” questions that come up at every event you should be aware of. This will be helpful when answering questions.

Treat Them Like They’re at Home

Remember, at the end of the day event attendees are away from home, away from their kids, families and friends, and by the end of several long days just want to feel like they are back at home. Give them just that!

Create comfortable networking lounges, cafes with snacks and drinks, quiet areas to catch up on work, fun happy hours at the end of the day with games and prizes, and be sure to get feedback from attendees to see what they would like to have that you’re not providing!

Give Them the Platform

Most attendees want a turn to speak and give feedback of their own. Engage with attendees before the event via chats, or do a contest to decide on a handful or attendee speakers who can speak on a specific day at the event on a panel.

Listen to Feedback

One thing I’ve noticed year after year, is not a lot of change taking place at larger tradeshows (unless you speak up about the things you don’t think work as an attendee). As an event planner, be sure to listen to ALL feedback your attendees give you.

It’s important to implement the important changes provided in their feedback – some things may seem silly like “booth spots are too close to each other,” or “the Wi-Fi is always too slow in the expo hall,” or “we never hear about the keynote speaker until two weeks before the event” – these are all issues that should be listened to and responded to.

Go Out The Way You Came In

No matter what, make sure you treat your attendees the same way from the very beginning to the very end of any event experience.

Have staff lined up, smiling, and ready to send off attendees in style as they exit the event. Give them a thank you postcard with next year’s save the date on it as they leave and a small swag item as a nice gesture. It’s the small things that count in life, and all of the small touches event planners do for attendees go a very long way.

In Conclusion

Treat your event attendees with love from the beginning, through the middle and to the end of every event. Listen to what they have to say, communicate with them, and make the experience fun and engaging. Think of their experience as if it was your own! They will for sure keep coming back with the more love you give them!

Source: EventManagerBlog

byBest Events

in Event Tips

4:00 PM

10 Ways to Show Love to Your Event Attendees

I love a good cliffhanger on TV shows, wondering what may happen next to my all-time favorite couple or characters I have been watching fo...

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A New Tech-Based Option for Fund-Raising

Event staff scan guests' wristbands to record their donations. The system then automatically emails an invoice to the guest.

Photo: Courtesy of Connect & Go

MONTREAL Connect & Go, the Montreal-based company that creates technology for cashless payment, attendee tracking, access control, lead generation, and social sharing for brands and events, is launching a new platform for fund-raising. The system uses paper-thin N.F.C. tags that can be attached to bracelets, badges, or stickers. At an event, guests can have their tags scanned to confirm donations, submit silent auction bids, and purchase raffle tickets.

“There’s so much money fund-raisers are leaving on the table, and that’s what we are aiming at solving,” says Anthony Palermo, co-founder of Connect & Go. “Don’t wait till Monday to say, ‘Hey, you seemed interested in donating some money.’ Those on-site impulse commitments are what we want to leverage. We ask what amount you want to donate, we scan your wristband, and you get a link in [an] email with the invoice.” Planners can also ask guests to link their wristbands to a credit card so the payment happens automatically.

For silent auctions, an N.F.C. tag is attached to each item up for bid. Guests scan that tag and the tag on their wristbands and then enter a bid for the item. At the end of the event the system alerts the highest bidder. The system can also be used for a ticketless raffle drawing. Guests scan their N.F.C. tags to purchase a ticket, and then the drawing is performed digitally.

Fund-raising is the newest feature that can be added to Connect & Go’s existing N.F.C. services. So with one N.F.C.-enabled wristband or badge, a guest can check in at an event, share photos to social media, request information from a sponsor, purchase drinks at the bar, and now also manage monetary contributions.

Source: BizBash

byBest Events

in Event Technology

4:00 PM

A New Tech-Based Option for Fund-Raising

Event staff scan guests' wristbands to record their donations. The system then automatically emails an invoice to the guest. Phot...

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Why You Should Attend the Nurture Growth Conference

If you haven’t decided if you should attend this conference yet, here are six reasons why you should get on it:

1.    First Step of Your Business Cycle

Chances are,you roughly know what you want to do but are not sure where to start. This conference will teach you to set clear goals and accelerate in the direction you want to go. Be proactive. Get out there. Your future starts NOW.

 2.    Figure Some (Important) Things Out

There are so many challenges in a business. Now is a great time to engage with people who have wrestled with the same types of choices you’re facing and to see where those different paths have led.

3.    Industry Insights

Whether you’re planning to switch industries right after your first business or are considering business expansions, this will be a great opportunity to learn about new industries from the insiders who shape and lead them. And if you’re planning on staying in the same industry, the thought leaders can help you keep your finger on that industry’s pulse and stay up-to-date on current trends.

4.    Win the Networking Game

Networks matter, but it’s not good enough to leave it up to chance. The Nurture Growth conference is a great time to build up your network in both quantity and quality so you can maximize business connections from here on out. You might meet the person who introduces you to your next client, or inquires about your product and service, and buys from you.

5.    Face Time with the Top Dogs

It’s not every day that you can chat with the top executives like the CEO of GE Consult and multiple business owner, Fred Victor, or Entrepreneur Coach, Victor Chew or online retailer, Lavinie Thiruchelvam. Here’s a chance to have meaningful conversations with leaders you admire and who can give you insight on how they made it to the top. Keep in mind that these are leaders who are participating in the conference because they believe in supporting other business owners; they’ll likely be more accessible here than most other occasions. 

6.  Be Inspired

Whether you are a partner at Nike, the CEO of a multinational, or founder of your own non-profit organization, it’s inspiring to hear from other business leaders who have made their dreams reality. We think you’ll walk away from the conference with a clearer sense of where you’re going, how you’re getting there, and the network of support that will help you along your way. 

GET YOUR TICKETS HERE: www.nurturegrowthconference.com

byBest Events

in Events

12:00 PM

Why You Should Attend the Nurture Growth Conference

If you haven’t decided if you should attend this conference yet, here are six reasons why you should get on it: 1.    First Step ...

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Shipping Exhibits Internationally? Freight Forwarders is the Solution

Image: Ecommerceweekly.com

Q.

What exactly is an international freight forwarder, and why would I want to use one instead of booking my own exhibit transportation?

A.

Simply put, a freight forwarder (aka a nonvessel operating carrier) organizes shipments on behalf of other people or firms in exchange for a fee. Forwarders book freight transport via a variety of vehicles and vessels, including ships, airplanes, trucks, and rail cars. Freight forwarders don't move anything themselves, but as experts in the logistics network, they arrange for shipments to get from point A to point B with as little hassle – and hopefully as little cost – as possible. 

International freight forwarders are well versed in nondomestic transport and the oddities involved with importing and exporting. While they may enlist the help of a country-specific customs broker, the international freight forwarder is an expert in commercial invoices, customs documents, shippers' export declarations, bills of lading, and other documents required by the carrier or country of export, import, and/or transshipment.

A freight forwarder should not be confused with a freight broker, however. The main distinction is that the forwarder is responsible for the entire shipment while a broker is just responsible for organizing the transaction between you and a carrier. For the exhibit manager, that means that a forwarder will continue working with your shipment if something goes awry and will ensure it arrives at its destination or at the very least is returned to you. While some brokers will also do this for you, their job technically ends once the initial arrangements have been made. If something goes haywire, it's up to you to fix it.

So why would exhibitors hire an international freight forwarder rather than directly negotiating with various carriers to secure transport of their exhibitry? Well, if you want to ship your exhibit to Germany without using a freight forwarder, you would need to research the types of carriers required, obtain bids from various carriers to determine which best fit your needs, analyze country-specific regulations governing import and export, research show-related target dates and regulations, negotiate rates, complete documentation, track your shipment, and on and on. Not only does all of this work require a ton of time, but also one innocent slip-up can ruin your entire show experience – and perhaps your career.

Freight forwarders handle these details for you; plus, they can offer discounted, volume-based rates with carriers that most exhibit managers are unable to secure on their own. So in one fell swoop, a freight forwarder takes the show and shipment information you provide and then considers the commodity being shipped, the origin and destination guidelines, transit time required, budget, etc., and ultimately arranges, manages, and tracks your shipment. Your job is to provide initial documentation and then show up on the other end of the line to accept your freight.

That said, however, you need to ensure that your freight forwarder specializes in trade show shipping, not just general international shipments. For as you probably know, trade show transportation involves myriad variables specific to the industry, including everything from marshalling yards to value-added taxes (VAT).

As a general rule, a good international freight forwarder should perform the following tasks for you efficiently and cost effectively.

► Research your shows and verify the proper venue addresses, along with the move-in and move-out schedules.

► Analyze advance-warehouse options and deadlines to help you avoid costly late-arrival penalties.

► Consider contractor drayage rates to determine which delivery location is most economical and how best to package your shipment to ensure the lowest costs and drayage fees.

► Review your show schedule to determine if it's cheaper to ship your exhibit from show to show, to warehouse it somewhere in between, or to return it to its origin for storage.

► Complete all shipping documents and provide customs clearance.

► Demonstrate competency in the rules and regulations specific to each country to which you are shipping your goods and to each show in which you're exhibiting. 

It's certainly possible for an exhibit manager to go it alone and to arrange all of his or her transportation independently, but as you can see, even the smallest of shipments have many layers of details that need attention. For shipments large or small, hiring a freight forwarder with trade show expertise will give you peace of mind and likely a successful show. E

— Kelly Christy, president, TTS Logistics Inc., San Diego

byBest Events

in Event Tips, Trade Show Tips

12:00 PM

Shipping Exhibits Internationally? Freight Forwarders is the Solution

Image: Ecommerceweekly.com Q. What exactly is an international freight forwarder, and why would I want to use one instead of bookin...

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How to Find Superstar Volunteers For Your Next Event

Recruiting quality volunteers plays a major role in the success of your events. Finding volunteers who are dedicated to your organization and the mission of your event can be a challenge, but using the following tips will lead you towards recruiting and retaining excellent event volunteers.

Recruiting Locations

Everyone longs to find the volunteers that best fit their event. The people who actually “get it” and will work hard to help your event succeed are out there, but where exactly should you look for that elusive “perfect” volunteer?

Start out by looking within your organization or the organization putting on the event. Oftentimes people who are directly connected to an organization or event are the most willing to help the event succeed.

Another method of recruiting is online postings. There are many different websites for volunteer postings that can be beneficial to your group. Try to find volunteer boards through local college websites or community groups. Many times these individuals are looking for volunteer opportunities that can provide event management, operations or customer service learning opportunities.

Large scale events, such as conferences and concerts, oftentimes recruit volunteers from within their attendee pool. This can be a mutually beneficial experience for both you as the planner and the attendee/volunteer. Providing a discounted event rate for your guests who are willing to volunteer, and you may have a line of people jumping to sign-up and help out. They will already be at the event, so if they can help with any projects before, during or after, don’t let these opportunities go to waste.

Set Proper Expectations

Setting expectations and providing volunteer details upfront builds your volunteer relationships early on and helps create more knowledgeable volunteers. Be sure to provide a list of what you expect from the volunteer and what the volunteer can expect from you.

Are there any rules or guidelines that your volunteers must agree to? Applications to complete? How much time should the volunteer expect to spend at your event? Any post-event requirements? All of these are examples of questions you may need to answer to clarify the expectations of your volunteers. If you properly prepare your volunteers in advance, they will be more active and productive at your event.

Creating volunteer position descriptions can be a very direct way to outline the expectations for each volunteer duty. Use a job description template and clearly outline each task and the requirements for success. The only real difference in a job description and a volunteer position description, is the person is not being paid for the work.

Some event managers allow volunteers to choose their own volunteer duty. This can go a long way in volunteer satisfaction and I encourage you to do this when possible. If you must assign volunteer positions (without giving them a choice), the volunteer position descriptions will at least help them to be prepared for the event day and know what they should expect to be doing.

Communication is Key

Communicating with your volunteers will help them to be in the loop and provide them with a more enjoyable experience. If they feel you are open and easy to approach, they will feel more comfortable and be more successful.

Hosting a volunteer training prior to your event is a great way to communicate all of your expectations and to build a relationship with your volunteers. This will also give them a chance to meet the other volunteers that they will be working with on event day.

Communication and clarity is also very important in your pre-event emails and recruiting messages. Having everyone on the same page is vital to an event’s success and this is only accomplished through proper communication.

Feel free to add some fun and humor into your communications, while also remaining professional. Perhaps you add some entertaining slides, memes, cat videos, etc. into your training presentation! You could also share some funny stories from past events, as we all know every event has them. While you want your volunteers to take the job seriously, you also want them to enjoy working with you and the event.

Follow Up and Feedback

After your event has wrapped up, you may be tempted to send volunteers on their way, without much more than a “thank you for your time” email. However, by doing this, you will be missing out on a wonderful opportunity.

Volunteers have a very unique perspective on your events and they can provide you with valuable feedback. Be sure to capture this feedback through a survey or focus group.

Showing your volunteers that you value their opinion, not only provides you with key information, but also helps you to retain volunteers for future events. Volunteer retention is vital to maintaining a knowledgeable and useful event staff.

In Conclusion

Volunteers can be challenging to work with at times and we have all had both good and bad experiences. Be sure to take your time in setting your volunteers up for success, communicate clearly and provide a fun atmosphere to work. A bit of extra planning and preparation can leads to volunteer success for years to come!

Source: Event Manager Blog

byBest Events

in Event Tips

12:00 PM

How to Find Superstar Volunteers For Your Next Event

Recruiting quality volunteers plays a major role in the success of your events. Finding volunteers who are dedicated to your organization a...

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8 Instagram-Friendly Alternatives to Step-and-Repeats

At the Kohl's Launch of Juicy Couture, an elaborate press wall of roses was inset with a sparkling logo. The event took place at the John Lautner-designed Sheats-Goldstein residence in Los Angeles in September.

Photo: Angela Weiss/Getty Images for Kohl's



In January, Ross Mathews and the Happy Egg Company feted California's Proposition 2 (mandating that eggs sold in the state must come from hens with larger cages) with an event that included cutouts of chickens placed on the yellow arrivals carpet for 3-D effect. The event was at West Hollywood’s Palihouse.

Photo: Rich Polk/Getty Images for the Happy Egg Company



Vogue Eyewear's Los Angeles launch party for its campaign with Eva Mendes in 2013 had a playful feel throughout. A step-and-repeat wall made up of logo balloons arranged in a rainbow grid set the sunny, colorful tone for the alfresco affair.

Photo: Alesandra Dubin/BizBash


For the New York premiere of Columbia Picture's Bad Teacher in 2011, a 130-foot step-and-repeat area got 3-D touches in the form of classroom-style elements, including school chairs, desks, and red apples.

Photo: Line 8 Photography. All rights reserved.



The Veuve Clicquot Polo Classic is known for its whimsical decor done in the brand's signature yellow-orange color. In 2013, the Los Angeles event included a vintage flower-stand-style step-and-repeat. In addition to flowers, bottles were potted like plants and logo plaques on wooden sticks were planted in moss.

Photo: Claire Barrett Photography


At Christie's “Green Auction: Bid to Save the Earth” in New York in 2012, the arrivals area was dominated by a wall of live plants. Many of the flowers used—including phalaenopsis, clovers, cabbage, ferns, and ivy—were replanted following the event.

Photo: Carolyn Curtis/BizBash



A 2013 event partnership between jewelry and accessories brand Stella & Dot and liquor company Midori resulted in a 3-D press wall enlivened by emerald green colored objects—accessories from the line like sunglasses and necklaces, alongside the brightly colored bottles.

Photo: Courtesy of Midori



One way to get an event's message out is to write it in a way that's too big to miss. The Angelina Jolie movie Salt premiered in Los Angeles in 2010 with 12-foot-tall letters that spelled out the film's name in eye-catching graphic form.

Photo: Line 8 Photography. All rights reserved.

Source: BizBash

byBest Events

in Event Decor

12:00 PM

8 Instagram-Friendly Alternatives to Step-and-Repeats

At the Kohl's Launch of Juicy Couture, an elaborate press wall of roses was inset with a sparkling logo. The event took place at the Jo...

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Lexis Hibiscus Port Dickson

It has been some time since I went on a break and as the year draws to a close, it's usually the busiest period when it comes to events and recruitment. Two weeks ago, my company (Best Events Services) was invited for a hotel tour at Lexis Hibiscus Port Dickson and I jumped at the chance to go as it meant just getting out of routine and hopefully away from the heavy haze in Kuala Lumpur city.

No luck with the haze, though. It was equally bad in Port Dickson, one hour's drive from Kuala Lumpur. Heck, the whole country is badly affected and it does not look like it's going away anytime soon despite the occasional rain.

Google Maps took us there using a longer route, we suspect. Instead of the usual 45-60 minute drive, it took us almost two hours. There was no heavy traffic as we left just before the peak hour. The only other explanation is that we got abducted by aliens along the way.

Anyway, when we reached at 5pm, we were greeted warmly by the Lexis Hibiscus Port Dickson Sales and Marketing staff when we arrived and were immediately given our room keys and served a welcome drink and a goody bag which consisted of the event agenda, a really huge mug (which is great for soup, too), notebook and pens.

As it was quite a distance away from the main lobby, a buggy took us to our chalet built above the water. The room has a fuchsia coloured wall with two king-sized beds, marble floor adorned with an image of a hibiscus and glass doors that led us to a bathroom cum dressing area. There is a 2' x 3' glass panel in the centre of the bathroom so you can actually see the sea below you. 

Walk a little further and you will step outside where a private pool and sauna room awaits you.

They had me at the two king-sized beds.

We were not due for the hotel presentation until 7.30pm so we did some work on our laptops (it IS a weekday after all) and attempted to watch a movie on the in-built plasma TV.

After freshening up a little, we took a buggy to the ballroom where most of the guests were waiting for the presentation to start. After a dance gambit by their staff, Steve Woon, the Vice President of Sales & Marketing did a slide presentation about the Lexis Port Dickson properties and amenities before the Recreational head enlightened us about the activities that can be held at their hotel. 

We were then ushered for a buffet dinner at Roselle Coffee House. Something we noted when we walked through the hotel is that there is no one theme in terms of decor. Some areas are retro with heavy chandeliers, rose filled vases along walls and velvet furniture while some areas are adorned with jelly fish inspired lighting, wave like wall paneling and carpeting and bright coloured modern furniture. Carpet designs also vary from bold colours to the more subdue earth tones.

Roselle Coffee House's decor is classic and we were served outside where we could have seen the sea on a clear day. I loved the roast lamb, squid with salted egg, satay, fried rice with various dishes that they served generously at the buffet dinner. Desserts were a mix of both Asian and Western cakes, kuih and the must have teh tarik and coffee tarik. 

The next morning, we had a buffet breakfast at 8.30am before we were shown the meeting rooms, helipad, Panaroma Pool Villa, and Lighthouse with a few floors for dining.

Our tour ended at the Hibiscus Lounge.

Nestled on Port Dickson’s pristine beach and overlooking the fantastic view of turquoise waters from the Straits of Malacca, Lexis Hibiscus Port Dickson showcases polished contemporary designs by award-winning architects, with floor-to-ceiling glass doors that allow natural light to enter. Both spacious bedroom and living areas in their 117 tower rooms and 522 overwater villas are tastefully decorated and complemented with avant-garde amenities.

Fancy a midnight swim? All accommodation rooms are equipped with your own private dip pool and steam room. Live your vision of a tropical getaway, and fall for this exquisite location with its romantic sunsets lulled by the soothing lapping of waves.

Lexis Hibiscus Port Dickson is the epitome of relaxation, inspired by the concept of refined luxury. Enjoy your serene vacation with an added measure of indulgence and high-living.

LEXIS HIBISCUS

12th Mile, Jalan Pantai, 
Pasir Panjang 71250, 
Port Dickson, Negeri Sembilan,
Malaysia.

Tel	:   +606 - 660 2626
Fax	:   +606 - 660 2628
Email	:   reservations@lexishibiscuspd.com
Website	:   www.lexishibiscuspd.com

byBest Events

in Event Venues

11:24 AM

Lexis Hibiscus Port Dickson

It has been some time since I went on a break and as the year draws to a close, it's usually the busiest period when it comes to e...

Read More