Networking At PCMA Convening Leaders Conference in Austin (January 2017)

In January the Professional Convention Managers Association (PCMA) will be hosting their annual "Convening Leaders" conference in my home city of Austin, Texas. I am excited that so many clients, freinds, and others in the convention industry will be here in the Capital of Texas. 

Thousands of event professionals will convene for a week of high level learning, fun, and networking.

Regardless of industry, a top reason people attend conventions is the "Networking Opportunities" -- but once they arrive on-site many fail at the process of making legitimate, meaningful and long-lasting connections.

Below is an excerpt from my "Conference Catalyst" content on how to maximize an event.

Having a plan, making networking a priority, and being focused on how to help others are just a few of the steps that will allow anyone to get the most value from attending these types of events. Follow up is the key to creating mutually beneficial and ongoing conversations. - And it is important to remember that successful networking connections never happens by accident.

Ten Tips For Networking At A Multi-Day Conference

1. Have a plan. Know in advance whom you want to meet.  Do not leave your networking to chance.  Reach out to peers, vendors, speakers, and others before you arrive and schedule times to meet up in person.

2. Bring plenty of business cards. In today’s digital world some argue against the importance of business cards. But having a card is not for you, it is for the other person. Some people forget names quickly and asking for a card helps them recall your details. Telling someone “Google Me” is making them work to keep in touch. Additionally we don’t all use the same technologies, so using a special app assumes we all adopt the same tools. Not carrying business cards can be selfish, and selfish is so last year!

3. Do not focus on meeting the celebrities. While meeting famous authors, speakers, and other industry gurus is fun, you are one of hundreds who will come up to them and shove a card in their hands. Instead, place your focus on meeting other people who are like you that are in attendance at the event. It is peers with whom you are most likely to bond with and create real long lasting mutually beneficial friendships.

4. Talk to the people sitting next to you. When you walk into a general session or breakout, take the time before the presentation begins to say hello to the people seated around you. I call this the "power of hello". Once you have said something as simple as "hello", the conversation will begin to flow nataurally.  Small conversatinos will also lead to longer talks later in the week if you see them again.

5. Ask questions of people you meet. Never lead with your "elevator pitch". People are more interested in themselves than they are in you, so ask them questions to help them get to talking. A great question is "why did you decide to attend this event?"

6. Put your technology away. Do not run to your iPhone or tablet at every break. When you are working on electronics you send the message that you are unapproachable and busy. Utilize the time on coffee breaks to converse with other humans who are present at the event. Look around and smile rather than texting.

7. Do not automatically send a LinkedIn or Facebook request. Too often people immediately send social networking link requests to people they just met. However, different people have different policies about whom they link online. If they believe in only connecting with those whom they have established relationships, you make it awkward if you send them a link too early (which they then ignore). Best is to ask people if they would welcome such a link at this time. Be respectful of the fact that they might use social networking differently than you do. Immediately following them on Twitter or Instagram is okay, as Twitter does not require a mutual connection acceptance.

8. Read their stuff. Many people are active bloggers, tweeters, podcasters, authors, etc... If people create the content, seek out their work and read it. A great way to get to know people by reading their stuff.  Telling someone you follow their blog or podcast will instantly make them join the conversation, as they will be honored.

9. Introduce people to eachother. When you meet cool people, be the conduit that connects them with others who might be beneficial to them. This includes those at the conference, as well as other people you might know back home. If you ask the right types of questions, you will easily spot connections that can help others. Don't ever worry about "what's in it for me", but instead just be the person who connects. You will find over time that others will help you too if they know you naturally a giver.

10. Follow up. If you meet interesting people and you never follow up, it makes no difference. Own the follow up after the conference and send positive emails (or better yet, a handwritten note) telling them how much you enjoyed talking with them, and plan for future discussions.

11. Do more than others expect from you. Bring more to a new relationship than the other person expects and they will always remember you as someone who is a giver. Invite them along to lunch or dinner with your group of friends or get them into a cool party. Those who help others always get more down the line.

If you are going to the PCMA Conference.... or any industry convention.... make your networking efforts count!

**If you are attending Convening Leaders, be sure to come to the Morning Orientation at 7:00 AM on Monday and Tuesday. Thom Singer will be hosting these daily kick-offs, and we will do more by 8:00 AM than most people will do all day!!

Have A Great Day

thom

My Experience at the NSA CSP/CPAE Summit

Last weekend was the National Speakers Association "CSP/CPAE SUMMIT" at the Broadmoor in Colorado Springs.

The small (77 people) conference was a series of mastermind discussions in large and small groups with other Certified Speaking Professionals (CSPs). I had the honor to be the co-chair (and the master of ceremonies) for this event.

(Do not think for a minute that being up in front of a crowd of speakers is not scary. Speakers are a tough crowd. I will admit to being a little nervous about this one).

Even with responsibility in the running of the event, I still was able to participate in the conversations about trends in the meetings industry and ways to impact our individual businesses. The list of things I need to be doing differently is very robust.

We had several video interviews with experienced meeting professionals who talked about how the business of meetings is currently undergoing major changes, and what this means for the speakers they put on stage. Association and corporate events are facing lots of pressure to reinvent the experience they are delivering for attendees, and the speakers are intimately integrated into that experience.  We all need to be having this discussion no matter what industry we work in, as change is always going to happen.

We also heard from a university researcher about what motivates people to participate in group situations.  His area of study began with decline in participation in some churches, while others thrived.  However the data matches closely with the Meetings Industry.  Talk about having to look at the world differently, this guy was a highlight of the whole weekend.

There was candid discussions about how speakers need to modify our delivery, marketing, audience engagement, and interaction with the planning committees as the new rules for events looms on the horizon. Nobody wants to be Blockbuster in a Netflix World.

I was reminded by being part of this event that is is a good thing to be involved in your industry association (no matter what you do for a living). Engagement can have deep value when you get past your own "self" and "ego" and become part of a community.  Volunteering showed me a whole new side to the organization and many of its members.

An association, like any group, will have a variety of people and a wide-range of personalities. I found that when I remember that I am not the smartest person in the room the best ideas come my way.  Being open to a variety of points of view is key if you do not want to feel like you are always fighting an uphill battle.

A higher understanding and respect for those who plan events also became evident.  Spending a year working on The Summit with my co-chair and the NSA Staff person (who is amazing) was an eye opening experience. There is so much to do to ensure a positive culture at a multi-day event, and there is no way any event professional will please everyone.  You have to find your vision for the whole experience and move ahead the best you can.  

The CSP / CPAE Summit allowed me to grow as a professional speaker and as a person. I was inspired and challenged both in my role as co-chair, but also as part of the tribe of CSPs. There is a lot of gratitude inside me for the people who were present at this conference.   While I am sure that different people had any number of personal experiences, I hope they all feel inspired from this gathering.

Have A Great Day.

thom singer

Interactive Presentations At Conferences... Have We Gone Too Far?

Have we gone too far with speakers forcing the audience members talk to their neighbors every seven minutes?  Is touching your neighbor's elbow really and saying "you can do it" what adult learning is all about?  

While interaction and audience engagement is paramount to learning and the retention of information, is it the magic bullet to make keynotes and breakout sessions awesome? If the speaker is not skilled at leading discussions and creating an engaging atmosphere, their talks become choppy and the activities become forced. 

Interaction for the sake of interaction is not necessarily creating better learning environments. There is so much more to being effective than scheduling times to make people turn to their neighbors and bare their soul. While I am not disputing the value of having the audience involved in the learning, my own experiences as a student have shown that a passionate and enthusiastic teacher is also important.  While we in the meetings business are talking a lot about audience participation, we need to have higher expectations of the speakers we put on stage. Experience presenting, a desire to impact the audience, and a passion to inspire are often overlooked in the selection process.

A speaker who captivates an audience does not have to follow a pre-set path of interactive games. Sometimes it seems committees are less interested in the skill of a speaker if he has submitted a well written learning objective filled proposal. 

I was recently in a convention break-out session where the speaker had the audience fill out a worksheet.  The speaker, to encourage full disclosure in personal answers, told the crowd to write down whatever they were thinking.... and that she would not make them share their answers with their neighbors.  The whole room burst into applause (I mean honest cheering), as every other session at this event was more about chatting at tables than hearing from speakers.

Is it possible we have gone too far with the need to make every talk be about sharing from the crowd?  Could a happy medium be what people really want in their conference attendee experience?  Before you attack me for asking this question (and as I write this I can feel some experts dismissing my thoughts because the do not agree with their own beliefs), ask yourself if we have not seen other concepts become hot trendy issues that later level out to the reality.

I am not saying "no interaction" (please do not think that is what I am writing about), but instead get speakers involved early to understand what this means and work with them to create activities that help their overall presentation be memorable.

My own memories of learning while attending conferences come from a level of excitement and energy from the teacher / speaker and their commitment to the audience (think back to high school - which teachers made a difference in your life? I bet they were the ones who were them most committed to helping you succeed). 

I like audience engagement exercises, and use them in my own talks, but this has become the buzzword in the event world.  A meeting organizer recently asked me how many interactive activities I would have in a 45 minute keynote?  My answer of "one or two, depending on the talk" (remember, this is the kick off keynote at 8:00 AM, not a workshop) was answered with "we require all speakers to insert an activity every seven minutes or we will not hire them.  Ummmm, what?  I asked a few more questions and she said her boss attended a seminar the month before and learned this would improve their event.  Not sure one way or the other, but I think the issue is deeper than games in the talks.  

Let's all work together to set the tone for conferences where people learn more and have positive experiences that lead to them coming back year after year.  Creating powerful learning experiences takes more than telling your neighbor they are a winner. There are many variables that go into creating an impact as a speaker, trainer or other person who is ready to teach. Engagement activities are just part of the very complicated answer.

Have A Great Day

thom singer

***Thom Singer is a professional master of ceremonies and keynote speaker.  He is known as "The Conference Catalyst" for how the way he sets the tone for corporate and association events.  www.ThomSinger.com 

#Eventprofs --- Take Your Conference Content to a Podcast

An exciting part of my work lately (as "The Conference Catalyst") is working with associations that want to take their conference content and use it to create a podcast.  There as so many ways to do this, and each group has different needs, but the cool thing is how affordable it can be for an event to morph content into the world of iTunes and Stitcher.

For some time I have been adding interviews of key stakeholders at events (speakers, board members, attendees, vendors, etc....) to my client offerings.  Early on I would use these high content chats as episodes for my own podcast: "Cool Things Entrepreneurs Do", but now clients can create their own on-going shows that are branded around their own association, company or the annual event.

Do you want to explore creating a podcast for your organization?  It is neither difficult nor expensive to create your own show. As podcasts continue to grow in popularity, now is the time to capture your audience.

Call me anytime an we can brainstorm ideas.  I like it when bold and entrepreneurial meeting planners want to chat about creative conference ideas.  They don't need to be my clients or ever hire me to have a call.  I learn so much from chatting with meeting professionals that I am happy to share ideas and see where the information goes.  So often people do not reach out, for fear of bothering people... but if you want to chat up this idea, I promise it is not going to bother me!!! 512-970-0398.

I believe that a great conference can lend itself to becoming the foundation for an ongoing podcast that will keep your audience engaged all year long. This is an interesting concept worthy of exploration!!!

Have A Great Day

thom singer
(512)970-0398

Meetings Business and Learning From Each Other

I am honored to be part of the "Meetings Industry".  The people who work in this business are wonderful souls, hard working, helpful, and entrepreneurial.  

Each month I write an article for the MPI (Meeting Professionals International) Texas Hill Country Chapter Newsletter as a way to serve my industry.  I am a proud member of this chapter and of MPI.

This month's article is about how people in this business learn from each other:

http://www.mpithcc.org/index.php/community/musings-on-meetings/118-learning-from-others-in-the-biz

Learning From Others in “The Biz”

 

The meetings business is great because of the people. The vast numbers of professionals it takes to produce successful events, including planners, hoteliers, venue operators, transportation companies, caterers, speakers, entertainers, etc., means that we are all constantly exposed to smart individuals – that means we should always be learning.

We can all learn from one another. There is value in the friendships we create across the different types of businesses that populate our industry. With each conference we can and should discover new ideas and knowledge. While I invest a lot of time with other speakers (I'm active in the National Speakers Association and have a mastermind group with four peers who share best practices), I also know that those who work in other disciplines in the meetings business are some of the best people to turn to when trying to find ways to improve my business offerings. As a speaker it would be easy for me to only think of meetings from the viewpoint of the conference agenda and how I fit into the meeting. But the more time I spend with other friends in this industry, the better informed I become in understanding what makes a great meeting and how my little piece fits into the whole.

Nancy Vogl, owner of Nancy Vogl Speakers Bureau, agrees. She has spent decades working to connect speakers to the right events and has found the key to success rests in the relationships she has forged over the years. These relationships have proved to be critical not just in regards to winning more business, but in overcoming the ups and downs that all business owners face over time. The turbulent economy, 9/11, and the changes in the meetings and speaking business have thrown many of us curveballs, but Nancy Vogl keeps adapting. "We have so many resources in the meetings industry, people I can turn to for guidance and advice ... there is no excuse for not being successful," says Vogl. "With all we can learn from each other, and the number of supportive people who are always willing to share ideas and best practices, this industry keeps me energized and growing."

Stormi Boyd, CMP, CMM, the director of professional services at Red Velvet events adds, "I find it very rewarding to work with other event professionals. In this industry we work so closely together that you develop real friendships. This makes it easy to quickly call on each other for advice." Boyd says she often reaches out to hotelier industry friends for guidance and insight into policies and contracts, even when their property may not be directly impacted. "And the relationships work in the opposite direction as well. I was just recently utilized by a director of sales as a test subject for their newest sales associate. The fear of the new sales associate making mistakes with potential clients was mitigated because she was able to 'practice' with a live person who regularly produces events."

Boyd recommends finding a mentor in the industry, but not necessarily in your same function. Her mentor is in the audiovisual business and has far more years in the industry. "I can reach out to my mentor for just about any question that might come up. The ability to receive reliable advice and answers quickly can be a game changer in the life cycle of an event."

As we go into the New Year, take the time to review your network and determine if you have established the right relationships to ensure you have access to those who can help you learn and grow in 2015. The good news is that almost everyone in the events business is friendly and will be happy to help you if you reach out to them.

Thom Singer is known as "The Conference Catalyst," a speaker who mixes meaningful content with a high energy presentation style that results in audiences gaining new knowledge and taking action on what they have learned. Thom is also the host of the "Cool Things Entrepreneurs Do" podcast. He can be reached through www.ThomSinger.com or (512) 970-0398.

Have A Great Day

thom singer

5 Reasons To Hire A Master of Ceremonies

A friend, who is the CEO of a tech firm, asked me why his company should hire a professional Master of Ceremonies to host their "Users Conference" instead of having the VP of Marketing (who has a "great personality") serve in this role.  They have had varied levels of success by having their own people run the show, but he liked the idea that his employees did not cost him any additional fees.

Yes, he was thinking of hiring me to weave the "Conference Catalyst" program into the role as EmCee -- but my answer had nothing to do with if I was chosen for this conference.  Having an MC is a smart move.  The company is investing a lot of time and money in the conference, and the "face of the conference" is not a place to cut costs. I have found that events that have "just anyone" serve in this role often come up short on maximizing "conference attendee experience".

Five Reasons for A Professional EmCee

1.  Experience Matters.  Seasoned event professionals hire a Master of Ceremonies for the same reason that experienced keynote speakers are selected (I did not say "professional speaker", as there are many great speakers who do not charge a fee.  But speakers who have not delivered a minimum of 25 keynote level presentations -or more - could fail to achieve the desired result of content and charisma).

Being the MC involves a different set of skills from giving a speech, and thus having someone who has a great personality and some presentation experience does not guarantee they can oversee the energy, flow and transitions of your show.  A good MC will set the tone for the whole event.

2.  Conflicting Responsibilities.  The VP of Sales and Marketing (or other team member) has many responsibilities at the company's customer conference.  They need to always be "on" for clients, and have to be able to make time for any variety of conversations.  The MC role is both time consuming and emotionally intense.  Thinking that a senior level employee can juggle all that they need to do at a conference while also being the on-stage host means that their efforts will not be 100% effective.

3.  A Fresh Perspective.  Company or association events are often overrun with "insiders" about whom audience members already have pre-set opinions.  Reputations and past interactions (positive and negative) can cloud the way an audience views your Master of Ceremonies.  This is not necessarily a bad thing, but it takes a way the fresh edge that a professional MC can bring to the event.

4.  The Event is NOT a Commercial.  Smart organizations resist the temptation to make the focus of their event about the company that is planning the conference.  When your MC is from the executive team, or board of directors, you are indirectly placing the spotlight on the company.  When you have an outside MC it will move the attention to the audience experience.

5.  Keeping On Schedule.  The most important thing the MC can do is ensure the event runs on time and has the right energy and "vibe".  Too many speakers (especially those who are not professionals) have little regard to the importance of timing.  An experienced MC knows how to set expectations of the allotted schedule for all speakers, and can politely "give them the hook" should they go long.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

6 Tips For First Timers Receptions

"First Timer Receptions" at most conferences come up short of amazing.  The true purpose of hosting a special gathering of first year attendees is often forgotten behind the selection of finger-foods and the placement of the bar.  In the end these parties are usually not usually exciting for anyone.

Opportunities to impact the conference attendee experience are usually found in the simplest places.  Those of us in the meetings industry are often seeking ways to reinvent conferences with alternative meeting formats (which can be great), with the hope of delivering something unique and memorable.  Sometimes the shaking up of our existing formats can be done with ease and still create that "wow factor" we seek.

Several associations have recently asked me about how they can breathe new life into their "First Timer's Reception".  This has lead to some of the most fun conversations I have ever had in this business. It is fun to chat with organizers who are excited to try new things.

When people have a positive experience at an event they often look for reasons to come back year-over-year.  They also tell their friends and encourage them to attend.  Getting people excited in year one has a lasting impact.  You do not get a second chance to make a first impression.

It is more complicated than ever to spur human-to-human engagement at live events (they are often focused away from the event via mobile technology) and this leaves first timers out in the cold.  Those who have long-term contacts at an event tend to look up from their phones only long enough to socialize with those they already know.  Cliques are a problem in most organizations, and they are the elephant in the room.  But when all we can do is throw together newcomers without a plan we are creating new cliques for next year.

Brainstorming ideas with your team and vendors is paramount to finding the best options for your event.  Vendors, sponsors, and speakers see dozens of events a year (if not hundreds), and can help identify new concepts that can be used in your own agenda.

Each event is different, so there is no simple formula, but below are seven ideas that may spark some discussion for your next conference:

6 Ideas for the "First Timers Reception"

1.  It is not just for "First Timers".  There is no reason your reception has to only include the newcomers.  When it is positioned for the "First Timers Only" it can give off the vibe of being the "Kids Table" at a family Thanksgiving.  By stating that 1st year attendees need a special place to network, it can create false walls within your community.  Make the new attendees the stars of the show and invite and engage the more well known members of the conference society to participate.  This will undercut the vibe of a hierarchy.  If your VIP's behave in away that says "this is important", it will be amazing.  If they blow it off to go to the bar with their clique, everyone will know it.

2. Have a speaker. Do not just have anyone address this group.  Often a senior staff member or a board member does an "Info 101" session, and rarely are these talks interesting.  Instead, get a speaker for the event that can set the tone for the whole conference.  Yes, this may cost some money, but "First Timers" are your future, and worth the investment.   Another idea is to ask your morning keynote speaker to do an special talk at this event the night before their speech.  It should be different from their keynote (but most speakers have several talks).  When this is done right it will set up what is to come in the main event and build excitement.  Many people enjoy meeting the speakers, and having a smaller intimate party where that is possible will have positive impact.  Many speakers will happily add on another talk for little or no additional fee.  If your keynoter is not an option, get one of your breakout speakers to be the featured presenter.

3.  Host a "Human Library".  This idea is becoming a popular alternative style session at events.  The idea is that industry experts volunteer to be "checked out" for 15-30 minutes for short conversations. The attendees sign up for these live chats that can be one-to-one or small groups (do not let people sign up in advance, as on-site will encourage an on-time arrival and keep anyone from having priority). By putting this into the "First Timer's Reception" it creates a special perk for the newcomers, as they get to ask question of the most experienced and influential people in the organization or industry.  

4.  Provide high-quality and useful gift.  Shirts with the conference logo for the first timers sends a message that they are special.  People appreciate nice things, but hate the cheap stuff.  Be sure if you have a gift that it is not crap.  Get a nice Polo shirt or other item that people would want to wear or use after the event.  You can even have the people sign up in advance for their size and give them an "opt-out" option so you are not wasting an expensive gift on those who are not interested.

5.  Make it an experience.  There is no rule that says the "First Timers Reception" has to be in the hotel ballroom or other free conference space.  Take them off-site to a local venue that will add to their experience.  It does not even have to be a reception.  Indoor sky-diving or GoCart racing will be something everyone will always remember. Many organizers cringe at the thought of anything that is not done on the cheap, but if that is your motivation your results will be a direct reflection.

6.  Do not host a reception and then forget the First Timers exist.  To make the inaugural experience at your conference really special there is more to it than a party.  Highlight and honor these new attendees all throughout your event.  Make it clear to the whole group that those who are new are the future of the organization and the paramount to the success of the conference.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Innovation Lessons for the Meetings Industry

The March 2014  Fast Company Magazine is the annual issue that lists "The World's 50 Most Innovative Companies".  I like Fast Company and the way they cover the speed of business - - - their magazine is an inspiration no matter what industry you work (it is not just for those in tech start-ups).

The opening letter from the editor covered "12 Innovation Lessons for 2014".  As I read Robert Safian's piece, I realized that his message was indirectly screaming to the events and meetings industry (NOTE: Austin's iconic super event, South by Southwest, was number 12 on the list of the 50 Most Innovative Companies). 

Ten of his twelve were direct suggestions that event professionals (#eventprofs) should consider in planning their next conference, seminar, meeting, convention or other gathering (#10 spoke to "Made in China, and #11 spoke to how Apple is the big winner in Apps -- and while one could stretch these connections, I did not include them in my post as there was not a clear tie).

Here is the link to Safian's opening letter.  Below is my interpretation for event organizers.

10 Innovation Lessons (Morphed from Fast Company 
Magazine) for Meetings and Events
by Thom Singer

1.  Exceptional is Expected. People are tired of the cookie-cutter conference with the same industry speakers.  If you are not engaging people with both cutting edge education and an interactive experience they may not come back year over year.   This means finding presentations that are more than "Sage from the Stage" experts.  Event attendees want to be challenged and to think differently (and take actions).  Filling speaking spots with anyone who can cover a topic will not create anything unique.  People are looking to learn in ways beyond the lecture, but not every speaker is experienced enough to deliver the goods that audience wants to experience.

2.  Innovation is Episodic.  Not everything you do at your event will be amazing.  But if you are not  introducing new elements or ideas each year then you will quickly become stale.  Some of the unique content and experiences you provide will miss the mark in "wowing" the crowd.  However, if you take no risks, you will have no rewards.  Shake things up and let your community share in the grand experiments.  When you do find the right mix, the buzz about your event will go viral.

3.  Making Money Matters.  Your event is a micro-business.  In a few cases the event is designed as an expense for the hosting company, but usually there needs to be a profit for the event to repeat each year (or at least a minimal expense). As an event professional you should see yourself as an entrepreneur who is growing a company.  There are hard choices that must me made in event design, but the end goal should always be enhancing the conference attendee experience.  Review expenses and find ways to work with your agenda, vendors, sponsors, etc... to ensure that your not flushing away your profits in areas that are not of impacting your attendees.  

4.  Sustainability Has Found A New Gear.  Several years ago "going green" in meetings was mostly a grand idea of hope or hype.  These days there are many ways that a conference can lower it's footprint in use of energy, recycling, sourcing local foods, reducing waste, etc...  Making your conference more eco-friendly is now "must-have".

5.  Unlocking Global Talent Unlocks Possibility.  Looking beyond domestic standards for ideas of structuring conferences can be exciting.  Asia, Europe, South America, Africa all have conferences - and in many places they are doing some interesting things.  Seek inspiration from how they set up their agendas, venues and other aspects of event management.  Looking beyond the United States to source speakers, sponsors, vendors, and attendees will also help you create a unique experience. (Discover the Global Speakers Federation for more ideas on international speakers).

6.  Passion is Underrated.  There is nothing that impacts a conference more directly than excited attendees.  But in planning events we are often too focused on the content over the experience.  Nobody walks out of a boring lecture fired up, no matter how smart the speaker or how great his content.  If he or she does not have passion that is transferred to the audience, it is just a data dump.  Move past the safety net cliche of "Content is King".  Yes, content is important, but the "Conference Attendee Experience" is king, queen, parliament, and the treasury.  Passion matters: Planners need passion.  Sponsors need passion.  Presenters need to share their passion.  Attendees want to find passion.  Make it happen or have a blah event.

7. Conflict Isn't Required.  Changing up the delivery style of events in old-school institutions often brings push back and fear.  But making events better should not cause conflict.  Everyone in the host organization should have the same goal of curating an amazing event.  Ongoing conversations about desired outcomes and educating involved parties as to new trends in events can change minds.  Also, being unique does not mean that all things have to be different.  Innovate at annual events by adding more elements without throwing away all of the traditional aspects of the event.

8.  Happy Customers Make You Happy.  Nothing is better than happy event attendees.  When participants review your conference by saying it was the best event ever (or in the last several years), you know you have done it right.  

9.  Software Beats Hardware.  We live in a digitally enabled world.  If your event is not utilizing online registration options, mobile apps, and social media.... few attendees look at you as progressive.  Too many organizations continue to tell attendees to "put you phones away", yet many take notes on these devices and are sharing information online.  Do not run from the realities of our social media crazy world - embrace it.  (NOTE:  Too many events are being undermined by mobile devises and it is causing the networking elements to fail because attendees are always looking at their phones.  Finding the balance here is key... and it can be accomplished). 

10. Dreaming Big Isn't Folly: It's Required.  If you want to have a great event, you have to think beyond the standard conference formats of the past.  Immediately after last years event you should get your organizing team together with your speakers, sponsors, vendors and select attendees to brainstorm ways to enhance the experience.  Collaborating with these partners will expose you to fresh ideas.  "Event Professionals" are not only the planners, but anyone who works in and around the meetings business.  Hoteliers, caterers, speakers, etc.... all see hundreds of events each year, so engage them as part of your "dream team" and you will find new ways to create a "wow" experience. 

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

5 Ways To Make Your Conference About the Attendees

My friend Dave Lutz (CEO of Velvet Chainsaw) wrote a great article on the PCMA Convene Magazine titled "5 Ways to Make Your Conference Marketing About Attendee Benefits".  It is an important reminder for event professionals, as how you position your event directly impacts if people show up and participate in the conference.

His writing inspired me to think about what then happens at the actual event.  We should all follow his advice in how the marketing should be for the attendee (not for the planning organization), but the focus on the audience should not stop in the promotions.

Here are my thoughts (and hat tip to Dave Lutz, as some of the tips are similar to his marketing ideas):

5 Ways To Make Your Conference About the Attendee

1.  It is about them, not you.  Too often the focus of opening or closing sessions at events is dedicated to thanking their board, organizing committee, etc....  While recognizing people for their efforts to the organization is important, people will never ask "could you have made that part where you bring every volunteer on stage even longer?".  Respect the audiences time and do not bore them with internal back patting. 

All activities on the agenda should be filtered through the "Is this about the audience" filter.

2.  Why did they attend?  There is a lot of attention put on content, but if attending an event was only about the content then a live event is not the best delivery mechanism.  Yes, people want high level learning, but they also want to have an experience and network with peer.  Often these do not get the true level of importance in a survey, as it does not come off as sounding as "professional" as talking about the content.  Do not hide behind the currently popular mantra of "Content is King", as that misses the whole picture.

Discover what people really want.

3.  The speakers set the tone.  The general sessions and breakout sessions have a profound impact on the experience of the attendees.  These are shared experiences that impact the "mini-society" that is created at a conference. A speaker is not a commodity item chosen to fill a slot on the agenda. Those who are selected to present need to be vetted a great speakers who can share content and inspire.  

Just because someone is smart or has done something cool - it does not mean they belong on stage.

4.  Technology is great, but not if it hurts live connections.  We live in a technology and social media crazy world.  These tools are amazing and can have a positive impact on allowing people access to information and about each other.  But sometimes the app distracts from the live experiences.  If people are glued to their smart phones on every break, they are not talking to each other.

Tech does not replace the power of the impromptu hallway conversations that happen when people engage in a live conversation.

5.  Create a networking culture.  Networking does not happen by accident.  While attendees report they  go to live events for the "networking opportunities", too often they fail to make the types of connections they desire.  They spend their time with co-workers of surfing information on their smart phones.  To create a culture for networking you must do more than have an open bar at the first-timers reception.  There needs to be ample time during breaks and there needs to be a "lounge" setting where people can easily meet and converse.  You also need to educate the people about how to maximize their conference experience.

Do not assume that people will network on their own.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com 

Events Can Change The World

When people gather together at a live event they share ideas.  That is when the good stuff happens.

A conference, trade show, convention or other meetings are built around venues, agendas, speakers, and information.... but the real power happens in the "Hallway Conversations" that spontaneously occur between attendees.  While content matters, the content alone is not enough to create memorable experiences.

When planning a conference, sponsoring the event, or delivering a keynote speech, all of us who work in the meeting industry must remember that our work efforts can help connect people and thus we have a material impact on their life, career, company, industry or the whole world.

Does this sounds like a lot of responsibility?  It can be.  Connecting people brings with it opportunity. Many people are longing to find the right people with whom they can create their own path toward success. But we now have so much "noise" in our society, that developing real relationships seems to be getting more difficult.  The internet, social media, smart phone and other tools are creating distractions that are limiting the ability to notice those seated next to us.

Meetings are often undervalued and stereo-typically misunderstood. Too many meetings are designed so similarly that we cannot see the differences when looking at the online agendas.  We easily forget that each conference is unique because of the different mix of people who attend, not who is the keynote speaker.  Even two events in the same industry are not the same.  The value is not in the content, but instead it is those seated in the chairs. The power of meetings is in the people... and it is people who can change the world.

As you plan your next event, do not champion the celebrities or industry gurus who populate the stage. Speakers are important, as they set the tone for the whole event (a crappy speaker can suck the energy out of your conference so fast it can never recover).  But do not mistake those on stage to be the stars of your show.  The spotlight must be on the participants, and in today's highly competitive meetings business you have to discover ways to let the audience know they are the ones that matter.  Partner with the keynote and breakout speakers to empower the crowd to build upon what they hear from those presenting and take it to the next level.  

Encourage people to not let the lessons of your conference to end with the final good-byes, but to take the messages forward and have impact on the future.  It can happen!  Your conference can change the world.

Have A Great Day

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections.  http://www.conferencecatalyst.com 

www.ConferenceCatalyst.com

Successful Events Are About More Than Flawless Execution

The Minnesota Chapter of Meeting Professionals International hosted a full day of learning called iConnect.  I had the honor of being the kick-off keynote and the "Conference Catalyst", but also was able to sit in on several educational breakout sessions.

Doug Chorpenning from the Wet Paint Group hosted an interesting discussion called "Don't Put Your Event Before Your Brand".

His talk was thought provoking, as it pointed out that logistics are not enough for planners. Below is a mix of his shared ideas combined with my own two cents:

Event participants expect more for the conferences they attend than just flawless execution.  They want an experience.  

Logistics are a commodity, but we had to do everything we can to de-commoditize events.  Everyone involved in the creation and delivery of events needs to be part of creating the story, long before they show up on site.  Everything from the venue to the design of the invitation to the online registration system is part of the ambiance. (This couples with my belief that speakers are more than vendors hired to fill a slot, but instead partners in all aspects of the event!).

Those who are truly creative create things out of nothing, and planners need to always be thinking creatively, not simply building upon the same old / same old template.  Listening to clients and being willing to invest in the right people, vendors, and materials is paramount to success.  Yes, it can cost more money, but you cannot "Free" yourself into "Amazing".  To create a "happening" you have to do things the audience does not expect.  

Take a look at what people and companies in other industries are doing and seek ways to bring their use of creative technology into your event.  Only looking at other conferences for inspiration brings about more of the "Cookie Cutter" events.

Social Media no longer seems "new", but the truth is that it is less than ten years old.  Discovering new ways to use these tools is still possible.  The key is to remember that the most successful social media platforms are all visually based: Facebook, Flickr, YouTube, Pinterest, Instagram, etc....  Be sure you materials are appealing to look at, and create compelling content that goes beyond the verbal and written if you want to reach the heart of your audience.

Be willing to try new things, and understand that it is okay if not everything works.  Without risk there is little reward.  People are forgiving when they know you are blazing new trails with their best interests as your motivation.  You must be willing to experiment.

Tie your blog and other social media tools to the posts of your speakers, vendors, attendees, etc... Make it a community, not simply a way of you to push your message.  Encourage all those who are partners to promote your event before, during and after the actual dates.

Remembering to put the experience of attendees at the forefront of all that you do in planning events is the way to getting out of the logistics mode and breaking out into the creative vista that we all crave to be a part.  

The best planners I know have the right mix of detail orientation and big picture dreaming (You cannot be a successful event planner without an eye for detail!), but if you only cared about the logistics, your event might be blah (and nobody is seeking to attend blah!).

Have A Great Day.

thom singer

Thom Singer is known as "The Conference Catalyst". He works with meeting planners and conference organizers to set the tone for a meeting. His presentations educate, inspire and motivate attendees to engage deeper in the event and make meaningful connections. http://www.conferencecatalyst.com