4. Question 3
How many of you have
been asked to scale back
on your event budgets this
year?
5. Golden Rules
Design every organization s meeting
aside from enjoyment and camaraderie focus
to forward specific objectives within a well defined theme
Be in touch with the expectations of your
attendees
Focus on how attendees will be engaged by
their experience pre, during and after
The more sensory an experience, the more memorable it will be.
Always search for uniqueness
Seamless Production/Timeline must be
precise and inventive
Focus on measurable return on investment
6. Marketing the Event
Have a thorough Pre/Post Marketing Plan
Communicate the Objective Tell guests what
they are coming for but keep element of surprise (Give
them the plot but not the ending!)
Sell the event internally through sales staff
Create pre-event Events, Webinars, Sales
Rallies, Product Demos, Ads
7. Marketing the Event
Have a thorough Pre/Post Marketing Plan
Use your website/collateral to create
anticipation (Create some mystery!)
Provide incentives to drive attendees to
your website post event
Post event evaluations and results
8. VENUE
Eliminate the Disqualifiers
How are the guests arriving?
Where s parking located?
Is security present?
Do attendees feel safe entering the venue?
Are they getting wet or cold?
How long is the bus ride?
How are they greeted?
THE EVENT
9. VENUE
Size
Avoid big rooms & large tables
Arrange the floor plan for greater impact
Flow
Make Rooms just shy of crowded
Design the room to stimulate intimacy &
conversation
Theme
Consider unique venues like performing arts
centers, historic buildings, etc.
10. Engage, Engage, Engage
You have 10 seconds to make the first impression!
Implement No Lines strategy
Implement a Less is More strategy
Engage guests with a total world of
visualization and interaction
Theming an experience means scripting a participative story.
Always engage in multi-media
11. Imagination to Optimize
Investment
Use your philanthropic events to your
advantage
- Include clients and/or employees
Capitalize on events already established - join in
Stretch the entertainment budget by utilizing
non-profit groups and schools
Use your food and beverage budget to entertain
Invest in media for variety versus static props
Simply set the space differently
12. 2009 Trends
Experiential Events, Multi-media
Going Green. i.e.: Venues, Food, Rentals
Mini-Size Meals
Green Screen Technology to drive Marketing
Guerrilla marketing - Actors, T-shirt TV s
13. 2009 Trends
Reality TV, Celebrity Chefs
V-Jays
Contemporary Music played Classical, i.e.
Queen
Classical Music played Contemporary, i.e. Bond
Customized Stage Productions
Audience Engagement, Interactive Technology
14. References & Inspiration
Quotes from The Experience Economy by
Joseph Pine II and James H. Gilmore
Special Events Magazine
BizBash
Successful Meetings Magazine
Wall Street Journal
The Age of SPEED by Vince Poscente
Re-imagine by Tom Peters
Houston Business Journal