Posted on Mon, Apr 30, 2012
During your next event remember to take a camera along. It might be a simple camera like the one found on most mobile phones, or you may have a state of the art SLR camera which can take high resolution images that are striking enough to grace the cover of a magazine. Either way, it’s an essential tool that all Events Organisers should have to hand on the big day.
By taking images of your event you can capture moments of “buzz” around a real life “trending” segments of your exhibition. Visual Media also gives your brand identity. By taking images and sharing them on a social media platform you are inviting your customers and prospects into your world and allowing them to make a human connection through seeing your employees in action.
Busy at the event? Take a picture; it can sum up what may take a paragraph to write about on a blog. Upload it within seconds and tag it with a small sentence to give it context. Saving you time, and create rich content which can invite followers to engage with you.
Better yet have your users drive the content by simply adding an image and posting a question around it.
Utilising Social Media to promote your new and fresh content is a simple and painless process. By creating a dedicated Facebook, Twitter and LinkedIn pages that link to your registration page, you can engage with your customers and prospects quickly and in an informal setting.
Posted on Thu, Apr 26, 2012
From time to time we all like to have a good spring clean, refreshing all of those spaces around the office that never see the light of day. Here at Eventsforce we don't like to miss out on that kind of action, so we are going to be spring cleaning the Eventsforce software.
This means we are making some changes to the software which will make it easier on the eye and will improve the consistency of your experience. We are passionate about making it easier for you in your day to day work, and by having a little dust down of the software; we will be able to make your life run more smoothly.
What kind of changes can you expect?
In the coming weeks you may notice that some of the spacing on the pages changes, making it easier for you to view more clearly what is on your screen. The position of some buttons will be updated too; they will be moved to more logical places making things more intuitive when you are building your events.
You will also notice that instructions will be added in places giving you little reminders on how to use the software. Meaning a quicker, simpler experience, helping you to get the most from Eventsforce.
We are very excited to say that in the coming months we will be delivering more improvements to the Eventsforce Software that will really make a difference to you. So keep your eyes on this space for upcoming announcements.
Posted on Mon, Mar 12, 2012
We are all about empowering attendees to co-create their event experience, and part of that is giving them the tools to manage their own diaries while at your event. It can seem really appealing to manage as much as possible for your delegates, but if there's extra time built into your event, let them derive extra value from planning their own experience.
Why?
1. It's their time and money, let them control how they make the most out of your event.
2. You don't know their objectives for attending, unless you ask, so you don't know how they should spend their time to achieve them.
3. You probably don't know who they want to meet, if anyone. Encourage them to arrange personal meetings with other attendees in the registration with a meeting manager facility.
4. Unless you're managing arrival and departure times, meals, sessions, the whole lot, you may not fully appreciate just how much time your delegates have free and could over book them.
5. You have too much to do to before and during the event, yourself, to worry about managing the dozens or hundreds of diaries of attendees, successfully.
6. If you make a change to their diary, it may not update immediately onto your delegates' mobile device until it is too late.
Posted on Mon, Mar 05, 2012
There's been a real shift in how businesses look at technology to enhance their business functions. Gone are the days of clunky, inflexible installed systems that seem archaic almost immediately upon "going live". Now, businesses are increasingly finding real benefits in working online, or "The Cloud" and licensing Software as a Service (SaaS) systems to manage their businesses.
Online event software means there is no need to install software onto a physical device. You can access cloud-based software from anywhere in the world, at any time - so long as you have access to the internet (who doesn't nowadays?!)
There are several benefits of working online, here are some of the top reasons we hear from event managers who switch from installed software to going online:
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Increased team collaboration because they all can login to work on their respective projects or tasks at the same time, from anywhere in the world. And, because so many systems are online, event software can now integrate with other online business systems (such as Salesforce, SagePay, Aggresso, PayPal, etc.) to increase the collaboration and effectiveness of different organisational departments.
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Not only can users login online to work and access live data, software can be updated with new features and enhancements in an instant to ensure it is as innovative, helpful and secure as possible. This can be done with no disruption in the way you work or your attendees access your event. And, if you travel to events, you don't need to remember your laptop - as long as you can access the internet, your data is stored.
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Because there is no need for physical hardware or servers (ie. space), no time required to implement and integrate software within entire companies and rarely a need for an IT person to get involved, working on the cloud is a much more cost-effective, and scalable, business solution.
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And, your data is always safe. So, you don't need to worry about crashing laptops, calling your IT guy at midnight, a tragic fire breaking destroying your computer, a hacker accessing your corporate network, or an intern potentially deleting valuable data. Because online software is, well, online, it is backed up in multiple places and goes through rigorous security testing.
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Finally, the processes involved with working online aren't actually any different than working with installed software, except that it is a more reliable means to successfully managing events.
Have you gone to working on the cloud yet? We completely believe in working online and love spreading the gospel of software as a service for events. If you'd like to learn more about how working on the cloud can benefit your events management and increase value to your entire organisation, let's have a chat.
Posted on Mon, Feb 27, 2012
We've recently enhanced our website module to include hundreds of different layout templates, so it is easier than ever to create a professional, appealing event website.
But, when it comes to creating great content to put on your site, it can be difficult to come up with ideas to keep your audience engaged. Especially if they've already registered. While we have yet to develop a magical website contents generator (but, I've passed this idea to our developers), here are a few content ideas to add to your website.
1. Discuss the theme of the event. Develop a story and get people excited and inspired.
2. Provide tons of venue location information and things to do in the area.
3. Speaker, host, VIP profiles (contact info, social media profile links, bio, interviews, etc.)
4. List who is already registered to attend and if there is a shortage of tickets remaining - may create a sense of urgency.
5. Highlights, pictures, video from previous events.
6. How-to guides. People love to find easy-to-follow instructions to help them accomplish a task.
7. Write reviews. You can write a review of just about anything on your site. Perhaps: Relevant books, local restaurants, sponsors, hotel and event venue, tech products relevant for the event.
8. Current events. What's going on in the industry surrounding your event? Write an article about an interesting bit of news.
9. Poll and survey readers. It's easy to integrate a survey tool to your site, so ask attendees their opinions, desires and intentions. It'll help you plan and build buzz.
10. Competitions can bring people back for more. Perhaps host a scavenger hunt on your website to encourage people to dig around. Integrate the activity with your social media to really engage them with your event online.
11. Get your team to help with a regularly-updated blog. The more who help, the easier it is to keep up to date and the more creative it will become.
12. Post slides or abstracts in advance so attendees can prepare for their sessions in advance.
Posted on Thu, Feb 09, 2012
According to CareerCast.com, Event Coordinators have one of the most stressful jobs going in 2012. It comes in at #6, behind: soldiers, firefighters, pilots, generals and police - which makes it the most stressful non-dangerous job.
There are certainly stresses, but there are plenty of perks too. Right? Event planning is a rewarding, fast-paced career that is ideal for passionate project managers looking to travel and meet tons of people.
Do you really think event management is almost as stressful as being shot at and trying to save the world daily? Let us know what you think of being #6 on the list and what some of your biggest stresses are!
Posted on Mon, Jan 30, 2012
Until now, the upcoming Olympics seemed too distant to think about. But, more than 15,000 athletes from 205 nations will descending on London in just a few months and the buzz surrounding the event will only build as the event draws closer. It is sure to be an incredible event with long-lasting legacy to London and Britain. We can't wait!
If you're planning any event in London during the Olympics, here are some of our tips to think about ASAP, if you haven't already.
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If working with clients, play an advisory role when communicating the risk for travel disruption (for example, the possibility of delays from extra heavy use of public transport near the Olympic Village) during the Olympics, and provide guidance to planners, travelers and meeting attendees on alternatives.
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Work with HR, Travel, IT and other departments to ensure business continuity plans are solid during the 3 months surrounding Olympic and Paralympic events.
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Act now to book your hotel or meeting space in London, as hotel demand is already extremely heavy. Consider alternatives if housing space is scarce, for example, hotels in outlying towns.
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Avoid the area altogether and make it a travel destination for "mission critical business" only.
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Review air capacity needs with your preferred air partners and reinforce your corporate discount fare categories (Airlines can sometimes change, eliminate and add fare categories overnight to maximize full revenue opportunities and get around their commitment for corporate discounting.).
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Don't forget booking suppliers that will make your event or incentive memorable for clients, attendees, staff and partners such as photography, clothing, quality office supplies, or branded technologies. Lead times may be longer than normal.
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Be very aware of advance purchase payment requirements; the wording around restrictions will be extremely narrow and, of course, advantageous to the hotels.
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Check with your partners to ensure you are using the most recent logos, as many prefer to update to incorporate Olympic or patriotic branding imagery.
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Use the wrong words for your 2012 marketing campaign and you could end up with a £20,000 fine. Using some key words could result in infringement of the Olympics Act which is taken very seriously.
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If you are hoping to get any sort of media attention later this year, start planning your press campaigns NOW to avoid being completely overshadowed by all things athletic.
If you have meetings or events planned in London during the Olympics, start preparing yourself and your team now to minimize and avoid Olympic-sized logistics challenges and potentially higher penalties and costs.
If you're planning an event during August 2012, you are running out of time to prepare! Let Eventsforce help manage your delegates, resources and communications more efficiently so you have more time to enjoy the buzz surrounding the Games.
Posted on Mon, Jan 23, 2012
We are a rather optimistic bunch, here at Eventsforce. When it's cloudy, we see it as refreshingly shady. Mondays are our favorite days of the week. And, we find rock stars inspiring (for the most part).
They can be loud, a bit obnoxious, dramatic and make too much money. But, they get great press, get their messages across and make lots of money! What great examples for event managers.
Here are some examples from our team, of rock stars who remind them of successful event managers:
Lady Gaga: She leverages social media and creativity to build an incredible community of followers
She's got almost 18 million Twitter followers and is creatively involved in dozens of projects with wide reach. Not that we are suggesting you should have a social media following the size of Karachi, but think about how you are converting prospects into engaged event attendees who not only look forward to attending your events but who actively promote your events to their peers and colleagues. Throw incredible, mind-blowing events - Then, promote the heck out of them like Gaga.
Bon Jovi: They sell out entire stadiums
Do you know the maximum capacity and possible revenue from each of your events? You should. It helps you determine the success of your marketing efforts. Tracking capacities is important, just in case your demand outweighs venue or room size. Always aim for your event to grow - sellout proverbial stadiums.
Stevie Wonder: Work with passion and a smile
Have you ever watched Stevie Wonder finish playing the piano without flashing a self-satisfied smile? We haven't. Regardless of the occasion or song, he always feels passion for what he's performing. Do you? Even if you have a bad day or the stresses of an approaching event get to you, don't forget to smile and work with the passion you know you feel for creating a great event!
Bono: Make a difference beyond just running a great event
We're not suggesting you change the world, but why not try? Having objectives to decrease carbon footprints, increase recycling points, decreasing the use of paper and plastics, always thinking about sustainability and holding your team, suppliers, and exhibitors accountable will go a long way. And, why stop there? Think of ways you can be more socially responsible by partnering with different charities, making your event more accessible for handicapped attendees, or reducing prices for older or unemployed attendees. Then, shout about what you're doing to raise awareness (and your profile) - Bono would!
Jay-Z: Mix things up a little
Jay-Z is constantly re-inventing what hip hop is and should be. He pushes the genre forward with real world examples, different beats and various guest artists. Perhaps your event web content could have the same approach. Try different mediums to share content, tell different stories, from different stakeholders. Propel your event with powerful content that strikes a chord with your audience, and shake it up.
Rolling Stones: After 50 years, they're still going!
Not only are the stones a great example of working together to create something great, but they have been together for ages! Are you thinking about the long term of your event? Are you quick to find resolutions to internal conflicts? Look no further. And, it is easy to run around like a maniac during an event. Make sure you are drinking plenty of water, wear comfy shoes and eat well to ensure you are still running around events in another 50 years!
Johnny Cash: Keep it sweet and simple
Don't over-think. Less is more. Much like the Man in Black, you can create something great with just a few simple concepts. He was just a man with a guitar, after all.
Kraftwerk: Be a technology pioneer
Using computer-speech software and electronically generated instrumentalization, Kraftwerk were able to create, record and collaborate differently other artists, which led to the popularization of electronic music. Are you using technologies to manage game-changing events or to better your attendee experience? Because technology is constantly evolving, it is easier than ever to use various technologies to create memorable, successful events.
So, as you trudge through January, make sure you think about how you can manage events like a rock star!
Posted on Mon, Jan 16, 2012
Events are complex and can be real beasts. If you have a small team, you can have too much to coordinate between yourselves. If you have a large team, you can lose visibility of who's doing what. Ahhhhhhh!
We've spoken with event managers who write post-it note to-do lists and it works great for them. We've also met with professionals who prefer using Google Docs to share visibility of event tasks, who's actioning them, when they are due and tracking the status of each item. This is a good idea, and we've seen some pretty good templates (such as these: 1, 2, 3), but we're not fans of re-keying anything or going to multiple locations to manage events.
All in one event management solutions are better for collaboration, time-management, reporting and accountability.
This is why we've created our very own Event Action List feature within Eventsforce. The Event Action List allows managers to easily create a library of general or event specific action lists.
Benefits of the Action List:
1. Managers can tailor each list to be as structured or as flexible as required or can accesspre-populated action list templates. They can also select which users have access to viewing and updating the lists.
2. Quick starting point and guide for those setting up or returning to an event after a bit of time away, including direct links to areas yet to be started, in progress or even completed and instructions pertinent to the action and ability to hyperlink to the task. Can appear as pop upscreen or on the event management dashboard.
3. Quick view of each events setup progress for managers & users - saves time and effort by knowing how the team is progressing and what needs attention before going live.
4. Users can be warned if an event goes live online without all Action items being completed.
5. All Action List data can be exported to Excel for further, or offline reporting and tracking.
Tired of managing event tasks from multiple locations? Want to increase visibility? Want more control over the event management process? Let us help! We'd love to show you our Action List, Resource Manager and some of the almost 300 other features Eventsforce has, off the shelf, to help you manage your events and team, better.
Posted on Mon, Jan 09, 2012
Starting off a new year can be daunting. You have personal resolutions, professional objectives - how do you keep them all straight?
Well, seeing as how you probably love your job and are looking to get back into the swing of things, a good start is going back to the basics of event management.
What are they?
1. A powerful purpose and concept
It is so easy to get carried away with great ideas, sponsors and marketing for an event, but unless you know and understand the purpose of the event, it may not all tie together and could end up a disaster. With that, the event concept needs to embrace the event purpose and organizational objectives which can inspire marketing campaigns, event features and the audience.
2. Respect for the environment
Recycling, local sourcing, carbon footprints and sustainability matter. Your environment is also your people. If you don’t think about disabled attendees, you've failed. It's a matter of being conscious of your surroundings - how can everyone get around with ease and how can you not leave your footprints behind.
3. Use of technology
Technology is part of work and personal existence and many cannot function without it. Everyone's talking about technology, but have a think about how you could use technology before and on-site at events to make you more organized and your attendees experience better. Make the technologies relevant, and push the boundaries a bit. Be thought leaders. You're known for having cool gift bags, innovative AV and provoking speakers - don't lag behind in using event management technology, online event registration tools or on-site attendee management devices. They can save you time and money in the long run!
4. Engagement - relationships for the year forward
Use relevant social media to engage with your attendees, but also try to engage your sponsors and suppliers. Relationships can really make or break your events, so make sure you find little ways, online and off, to show your appreciation to all relevant stakeholders.
5. Budget
Sticking to your budget should always be at the top of your mind and will always form part of your return on investment figure.
6. Confirmations and communications
Make sure all suppliers and service providers have been confirmed days (if not weeks) before the event. Request for written and e-confirmation from the service providers, suppliers and sponsors. You should also confirm attendee registration, agendas and travel information throughout the week via email to ensure they are prepared and excited for the event.
7. Feedback
Request feedback from all key stakeholders to help you determine how successful the event was. Attendees, sponsors, suppliers, colleagues, speakers and even clients should be asked both at the event and post-event. This feedback can also help plan for the next event.
What are some other event management basics you think are important to keep in mind as you get back into the swing of things this year?