Helping Exhibitors Succeed Will Be More Important than Ever

We all know that exhibitors are the lifeblood of any successful show. Sadly, newcomers often don’t get the attention they need, which can result in underwhelming results. However, by putting in extra effort to ensure exhibitor success, you’ll create brand advocates and improve your show’s reputation.

Marlys Arnold, a well-known trade show consultant and author of Build a Better Trade Show Image, suggests creating an exhibitor onboarding plan offering practical success tools. The plan should include free promotional opportunities and education, a mentorship program from seasoned exhibitors, and a show floor liaison to assist onsite.

Why is this important for trendsetters in the event industry? Exhibitors who fail to get ROI are less likely to rebook next year, resulting in a lower participation rate and lost revenue. In contrast, when exhibitors have a successful experience, they become brand loyalists who rave about your show and encourage others to attend.

To entice first-time exhibitors, you can also offer incentives such as waived fees, exclusive access, networking opportunities, and partnerships with other exhibitors. Creating an inclusive and encouraging environment is fundamental to attracting exhibitors of all sizes.

“When you work with exhibitors to ensure their success, they become loyal to your show,” explains Arnold.  “You also create a community of exhibitors who will help promote your future events, ensuring the long-term success of your show.”

Behavior Analytics Will Become More Valuable Than Survey Results 

Michelle Mobley, Account Director at VRS Meetings and Events Inc., believes that behavior analytics will be more valuable than survey results in the future. Attendee behavior will be analyzed through technology and tracking, providing event professionals with more accurate and actionable insights. This way, they can enhance attendee experience and engagement in real-time, leading to more successful and profitable events. 

Outsourcing Large Scale Corporate Events Will be on the Rise 

Kara Dao, Chief Operating Officer of JDC Events, foresees the trend of outsourcing large-scale corporate events continuing. As corporate brand managers have increasing responsibilities to support growth, protect their brand, and create new content, they have little time to manage the planning and logistics of their events. Additionally, with reduced teams post-COVID, outsourcing tradeshow management and other critical roles can ensure a successful event. Dao affirms that “leaning on other trusted agencies to deliver is critical.” 

Exhibitor Education Will Be Essential to Drive Trade Show Success 

According to Richard Erschik, speaker/presenter for the Exhibitor Training Webinar, the pandemic forced many exhibiting companies to lay off their exhibit managers. Richard notes that this has led to new and inexperienced people being responsible for managing trade shows. He predicts that fundamental tasks like pre-show promotion should likely be addressed, leaving all aspects of promotion for visitors to the organizer. 

To mitigate this challenge, Richard believes that trade show organizers should leverage exhibitor education to drive their success. He suggests that event professionals who take on the role of educating their exhibitors will win in the long run. This allows for effective pre-show promotion, which catalyzes increased attendance in trade shows, ultimately leading to a successful show for both organizers and exhibitors. 

The Shift from Third-Party Housing Companies to In-House Management 

Kelly Heesterman, Director of Sales & Marketing for Meetingmax, observes that many event rights holders choose to manage their hotel room blocks in-house instead of outsourcing to third-party housing companies. Heesterman says that it made sense to outsource after the pandemic, and with reduced team sizes and unknown event attendance. However, post-pandemic, many of these organizations are saying, “Why am I giving away all of my hotel commission?”  

“With the economy driving prices up across the board, organizations are looking to keep more of their revenue in-house, and there can be a lot of money to make on hotel room blocks,” says Heesterman. She acknowledges that it depends on the team’s skill and capacity, but it’s a trend they are seeing more of. 

Creating an Environment That Makes Attendees Feel Welcome Is Paramount  

Mobley also emphasizes the importance of creating an environment that makes attendees feel welcome. With attendees expecting more personalized experiences than ever before, event professionals need to prioritize making attendees feel valued. Mobley emphasizes that “attendees feeling welcomed is more important than ever” and that event professionals should focus on creating a welcoming environment rather than just surprising attendees with luxury items or experiences. 

Conclusion: Creating a Bright Future for the Events Industry 

As event professionals, we’re no strangers to change. In fact, our industry is defined by it. But as we navigate the shifting landscape of events, it’s important to remember what truly matters: creating experiences that leave attendees feeling inspired, connected, and valued. From the rise of new technologies to the increasing role of data analytics, there’s no denying that the events industry is changing – and changing fast. But by embracing these changes and staying ahead of the curve, we can continue to deliver unforgettable events that leave lasting impacts. 

As event professionals, we must also be mindful of technological advancements, particularly in Artificial Intelligence (AI). In the coming years, AI will be at the forefront of the events industry, from personalized marketing messages to providing real-time data analytics. Event professionals who are adept at embracing this emerging technology will have an edge over their competitors, as AI will allow them to provide more targeted, data-driven solutions to improve attendees’ experiences.   

It’s an exciting time to be an event professional. While challenges are certainly ahead, there are also tremendous opportunities to innovate, grow, and create unforgettable experiences for attendees. By staying on top of industry trends, engaging with emerging technologies, and prioritizing attendee experience, we can confidently and succeed in the future of events. So, let’s embrace the changes ahead and continue to build a bright future for the events industry. 

The post Shaping the Events Industry in 2024: Event Professionals Share Their Predictions  appeared first on A2Z Events.

Welcome to 2024, where contract negotiations continue to be a critical but dreaded aspect of event planning. In this day and age, negotiation skills are even more essential as event professionals strive to deliver memorable experiences while staying on budget. Collaborating with partners has become a crucial strategy to achieve these goals, as it enables organizers to leverage resources and get more value for their money.  

As always, negotiating contracts remains a crucial component of success, allowing organizers to maximize their return on investment and deliver exceptional events. However, it’s not always smooth sailing, as negotiating contracts can impact partners’ relationships, particularly during the early stages of the planning process. With the added complexity of the pandemic, legal issues and requirements have further complicated negotiations.  

Contract negotiations remain a tricky business, but there are ways to navigate it like a pro. With the increasing importance of delivering unforgettable experiences, organizers will benefit from sharpening their negotiation skills. So, buckle up and get ready for some top tips and tricks to help you negotiate contracts hassle-free in 2024 and beyond. 

Start with a Smart RFP Strategy for An Event Contract

When planning an event, budgeting is the foundation that dictates everything else. That’s why it’s crucial to have a smart RFP (Request for Proposal) strategy in place that includes a comprehensive breakdown of all the necessary expenses, from catering and AV to vendor and production standards.  

To create a winning RFP in 2024, start by taking a deep dive into the venue’s menus, AV pricing, and outside vendor guidelines. As you gather this information, make a detailed event budget document that outlines every single item on your list. By doing so, you’ll have a clear view of the big picture of your event and can begin discussions with your event partners.  

Here’s where it gets interesting: while some might hesitate to share their budget with vendors, doing so can have significant advantages. Not only does it help vendors understand exactly what’s expected of them, but it can foster stronger business relationships based on transparency and trust. Plus, when everyone is on the same page financially, it’s easier to avoid unpleasant surprises down the line.  

As Tanna Pearman, Meeting Broker from Meetings Made Easy, puts it, “Honesty is the best policy when it comes to creating an RFP. Be clear and concise with your needs, expectations, must-haves, and wants. Your vendors will appreciate it and will be able to provide you with their best offer.” With a solid RFP in hand, the contracting process will be much smoother, and everyone involved will be on the same page from start to finish.   

By mastering your RFP strategy and budgeting needs in 2024, you’ll be well on your way to planning a successful and unforgettable event. 

Encourage Multiple Quotes and Leverage Competitive Pricing 

In 2024, it’s essential to obtain quotes from various suppliers and vendors, even if you have a top-rated supplier or venue in mind. Having multiple options on the table will give you more leverage when negotiating prices and proposals, allowing you to choose the supplier or venue that best meets your needs.   

Michael Guillory, VP of Marketing and Communications from The Expo Group added some thoughts on this topic.  “You should always include comparative pricing when searching for venues and suppliers”, Guillory said. “However, make sure you are comparing apples to apples.  For example, you would never compare the price of a Honda Civic to a Mercedes S Class, but both vehicles can get you to your destination.  You just have to weigh the importance of the differences to make a smart decision on whether or not the added cost is worth it.” 

You may receive bids from three comparable locations or suppliers, each with a different price and level of service. In that scenario, your “preferred” partner may be able to match pricing or provide a benefit they wouldn’t have if you went with them first. 

Flexibility is Your Friend 

Negotiating with non-negotiable terms can be challenging, but flexibility has its benefits. Demonstrating some flexibility can help you get better terms in exchange for something the vendor wants.   

Consider event elements that you could change without compromising the value of the event, such as changing the event date to non-peak times when the vendor or location is less busy. By having what the venue or vendor wants, such as filling dates during their slow season, can increase your bargaining power and result in better terms. 

Think Long-Term Strategy 

In 2024, savvy event profs will do well to consider the benefits of negotiating multi-event agreements to streamline their contracting process and secure better rates for their events.   

In this turbulent economy, building long-term partnerships with suppliers is more important than ever. Multi-event contracts offer a win-win situation for both parties, ensuring repeat business for suppliers and cost savings for planners.   

Whether you’re negotiating with an audio-visual production partner or an event venue, a multi-event contract can save you time and effort over the long haul. However, it’s crucial to understand the true value of your event so that you can negotiate from a position of strength.   

To get the most out of your multi-event contract, be sure to include protection provisions that will safeguard your interests in case you’re not satisfied with the service over the first years of the contract. With careful planning and negotiation, a multi-event agreement could be just the ticket to boost your bottom line and streamline your event planning process for years to come. 

Negotiating Never Goes Out of Style 

The adage is still valid…you don’t ask; you don’t get. Know your program and what you need before approaching a venue, caterer, rental firm, or any other vendor. Just make your case and work with the provider to make it happen in the best way possible. 

Don’t assume that anything in the contract is off-limits because it is there. It’s up to you whether you want to make a change, but if something in there bothers you, put it in your own words.  

It’s a negotiation, so make your case. However, no matter how hard you try, it might just not be a good fit – and that’s OK. Know when it’s appropriate to walk away from a location or vendor to find something more suitable for you. 

“Negotiating is just that, an opportunity for both parties to discuss needs or expectations,” says Pearman.  “Realize you are not at odds in this process, just making things work for your individual companies.  In doing this, sometimes the negotiations are not optimal and either party may choose to walk away from the deal.  Ending a negotiation does not need to be sticky, be clear about why and respect the individual you are working with.  On the flip side, understand their limitations if an agreement cannot be reached and end with an “agree to disagree” nature.”   

AI in Event Contracting 

AI is no replacement for attorneys and inside counsel; however, using AI can save time and, more importantly, money. Before having a review by your attorney, tools such as Spark AI can review, revise, and make suggestions or generate new contract clauses. It can also compare contracts with event industry standards, comply with legal requirements, and even do a risk assessment. Since tools such as Spark are specifically designed around event contracting, the insights are often far more targeted than those of a typical attorney with a potentially limited understanding of the complexities and nuances of the needs of event contracts.  

As a friendly reminder, carefully review all AI-generated results, and in contract review, always consult a lawyer. 

In Conclusion 

Event Professionals in 2024 face a complex landscape where negotiating contracts requires careful planning and execution. To achieve memorable experiences while staying on budget, collaborating with partners has become a crucial strategy to leverage resources and get more value for money.  

 To navigate the murky waters of contract negotiations, it’s essential to start with a smart RFP strategy that outlines all necessary expenses and engages vendors. Sharing your budget with vendors can foster stronger relationships based on transparency and trust. Getting multiple quotes for suppliers and vendors allows you to leverage competitive pricing and negotiate deals that best meet your needs. Demonstrating flexibility can also be an effective strategy to get better terms in exchange for something the vendor wants.  

Finally, 2024 will be the year of the long-term strategy, where planners and suppliers will build partnerships that offer repeat business for suppliers and cost savings for planners. In this new reality, event professionals will need to stay on top of their negotiation skills, potentially leveraging AI to achieve their goals efficiently, providing unforgettable experiences that are both memorable and profitable. By following these tips and tricks, you’ll be well on your way to negotiating contracts hassle-free and delivering successful events that wow your attendees every time. 

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Recent studies also show that businesses are cutting down on event budgets with the rising costs of inflation, with catering expenses being one of the first areas to be slashed. Therefore, it is essential to find creative ways to reduce F&B expenses without sacrificing the quality of your event.  

We’re here to help you plan a memorable event without worrying about skyrocketing costs. So, sit back, relax, and read on to discover how to save some serious dough on your next event’s F&B budget. 

Create a Detailed Budget 

Okay, so you’ve set a budget for your event – fantastic! Now, let’s talk about why allocating a specific percentage to F&B is essential. 

First and foremost, food and beverage are some of the most memorable aspects of any event. Imagine attending an event where the food is subpar, compared to another where it’s delicious – which would you remember more? Odds are, it’s the latter. 

Additionally, when you allocate a percentage of your budget specifically for F&B, you can make more informed decisions when planning the rest of the event. For example, if your F&B budget is limited; you may skip the extravagant decorations and focus on making the food and drinks exceptional. 

Now, let’s talk about tracking expenses regularly to ensure no significant discrepancies. This is crucial because F&B costs can add up quickly. This includes the cost of the food and drink and any additional fees such as service charges, gratuities, and taxes. If you’re not careful, you could blow your budget before the event begins. By tracking expenses regularly, you’ll be able to catch any overspending early on and adjust as needed. 

Jenn Charron, COO of the National Home Infusion Association also recommends being diligent in tracking year-over-year guarantees to watch for any trends. This will help avoid any unnecessary surprises. 

In summary, allocating a specific percentage of your budget to F&B and tracking expenses regularly are essential steps when planning any event. Not only will this help you stick to your budget, but it will also ensure that your guests have a memorable culinary experience. 

Negotiate with Vendors 

While some venues require in-house catering services, let’s dive a bit deeper into the crucial role of negotiating with vendors regarding managing food and beverage expenses. In today’s business landscape, events and corporate gatherings of all sorts are becoming increasingly prevalent – and with them, the need for catering services. 

While settling for the first vendor you find might be tempting, taking some time to shop around can yield tremendous benefits in the long run. Getting quotes from multiple vendors allows for price comparison and enables you to evaluate quality differences, ask about potential risks or issues, and – most importantly – negotiate better rates. 

Negotiating is recommended and should be seen as a crucial aspect of your event planning strategy. Remember that pricing is rarely set in stone – vendors are keen to make sales and expand their clientele and will likely be open to discussing discounts and incentives.  

Kara Dao, CEO JDC Events, reiterates that requesting multiple quotes and comparing pricing, menus, and services is extremely important. 

“Use this information to negotiate better deals, such as discounted prices, package upgrades, or waived service charges,” Dao explains. “Don’t hesitate to ask for a line-item breakdown of costs to identify areas where you can save.” 

Furthermore, your negotiation skills can be used to leverage relationships and contracts. For instance, planning multiple events per year might be worth considering preferred vendor agreements or looking for economies of scale that could help reduce expenses.  

Finally, don’t hesitate to ask for references or testimonials from previous clients. This can give you a sense of a vendor’s reliability, quality of service, and potential for future collaboration.  

Negotiating with vendors is essential to managing F&B expenses without sacrificing quality. So, next time you plan an event, take the time to shop around, compare quotes, and negotiate the best possible deal! 

Consider Limited Menus 

When we say, “limited menus,” it doesn’t necessarily mean offering only a few basic options. Instead, it means sacrificing a well-curated selection that balances variety and practicality. Too many choices can overwhelm guests and lead to overstocking, resulting in wastage and increased expenses. With the rise of food costs, plated meals are often more affordable since the venue can control their food costs since buffets overstock since self-serving tends to lead to more consumption.  

On the other hand, having too few options can also be problematic, as attendees may need help finding something they like. Therefore, a limited menu strategy should include diverse dishes catering to different tastes and dietary requirements. For instance, if you’re organizing a corporate event, it’s essential to consider including vegetarian, gluten-free, and dairy-free options. 

Another benefit of limited menus is that they make controlling the budget more manageable. Having a set number of dishes makes it easier to estimate the required ingredients and plan accordingly. This way, you don’t spend more than necessary on inventory.  

One helpful tactic is providing attendees with a menu ahead of time. This enables them to choose their preferred options, simplifying the planning process and reducing the likelihood of over-ordering. Besides, it also demonstrates a considerate approach to your attendees, enhancing their overall experience. 

Dao also suggests optimizing beverage options. For example, she says instead of an open bar, considers offering a limited selection of wine, beer, and signature cocktails.  
 
“You can also explore options like drink tickets or a cash bar to control costs, “Dao adds. “Negotiate with your caterer or beverage supplier to get the best prices on bulk orders.” 

In conclusion, implementing limited menus is a smart and practical way to manage inventory, reduce wastage, and control costs. So, next time you’re organizing an event, consider a limited menu strategy to ensure a successful and satisfying experience for everyone. 

Don’t Forget the Timing 

When it comes to organizing events, timing is everything! The timing of your event can significantly impact your F&B costs, so it’s essential to plan your schedule and program carefully. You can reduce your F&B expenses by strategically scheduling your event without sacrificing attendee satisfaction. 

One effective tactic for minimizing F&B expenses is to host your event during “off-hours.” For example, if you’re planning a seminar or workshop, consider scheduling it outside of traditional mealtimes (i.e., breakfast, lunch, and dinner). By avoiding mealtimes, you can minimize the food and drink you need to provide your attendees, which can translate to significant cost savings. 

Another option is to time your meals and snacks throughout your program strategically. For example, schedule lunch during a break or networking session if you’re planning a conference. This can help keep attendees engaged and satisfied while also giving them an opportunity to build relationships and connect. Another idea is that some venues will allow you to remove the dessert from a catered lunch and serve it later in the day during a break. Oftentimes asking your partner on how to maximize your budget through options like this will help. 

In addition to reducing your F&B costs, strategically scheduling meals and breaks can also help improve attendee retention and engagement. When attendees are well-fed and energized, they’re more likely to stay focused and attentive throughout your program. 

So, consider the importance of timing and scheduling when planning your next event. By carefully considering your schedule and program, you can keep your F&B costs under control while also delivering a high-quality experience for your attendees. 

Conclusion 

In conclusion, planning an event does not have to break the bank, and F&B costs do not have to be a stressor in your event planning process. By creating a detailed budget, negotiating with vendors, considering limited menus, and reducing waste, you can minimize your F&B expenses without sacrificing the quality of your event. 

Furthermore, not only will these strategies save you money, but they will also make your event more memorable and enjoyable for your guests. When attendees have a positive experience, they are more likely to recommend your event to others, increasing the potential for future business opportunities or growth. 

Every event is unique, and no one-size-fits-all solution minimizes F&B expenses. However, with proper planning, research, and communication, you can optimize your budget and make your event successful. We hope these strategies have been helpful and wish you the best of luck in planning your upcoming event! 

The post Four Strategies for Minimizing F&B Expenses at Events  appeared first on A2Z Events.

From marketing tips and event planning advice to interviews with top event professionals, these podcasts have got it all. Let’s dive into the top must-listen event industry podcasts.  

The EVENTive Entrepreneurs Podcast

Looking for a podcast that can help you grow your business, build your community, and make an impact? Then you should definitely check out EVENTive Entrepreneurs – Event & Sponsorship Podcast hosted by Sarah Brush. With over two decades of experience as a Corporate Event Professional and Sponsorship Expert, Sarah has the knowledge and expertise to help you take your business to the next level.

The EventTech Podcast  

The EventTech Podcast is a weekly podcast that explores how technology can be used in events. Hosts Will Curran and Brandt Krueger provide listeners with actionable tips and strategies for leveraging technology in their events. From understanding AI chatbots to exploring augmented reality experiences –– this Podcast offers something for everyone interested in learning more about technology’s role in events.   

Event Peeps 

This Podcast, run by Event Marketer, focuses on marketing for events. It features interviews with leading professionals in the field, discussing topics like content creation strategies, digital marketing tactics, customer experience design principles—and much more! Whether you’re looking for new ideas or want an update on what’s happening in the world of event marketing right now—this is a great resource to tune into.  

Meetings Today Podcast  

Produced by Meetings Today magazine, this Podcast provides insights and educational content for event professionals across the industry. The Meetings Today Podcast will help you stay informed and ahead of the game, from destination spotlights to hotelier discussions to event security considerations. 

GatherGeeks  

Produced by BizBash, GatherGeeks provides a platform for event professionals to share their industry knowledge and experiences. The Podcast features interviews with top event planners, discussing the latest trends, technologies, and techniques in the industry. 

Event Industry News 

Tune in as Nineteen52 Media & Events Director James Dickson interviews event planners, organizers, and agencies worldwide. Join us for insightful discussions with guests from the events industry on a wide range of topics related to event management. 

EventBrew 

Produced by Will Curran and Thuy Diep of Endless Events, Event Brew is a podcast that offers a fresh and authentic approach to event industry topics. The hosts explore different aspects of event management, like emerging trends, the future of the industry, and guest experiences. The show also features conversations with guest speakers who are leaders in the events community, providing practical insights and solutions. 

The Event Umbrella 

Hosted by Reyna Caraveo, a successful event organizer and creative director, the Event Umbrella podcast offers you the opportunity to learn about various subjects, from event marketing to trade shows. This informative and well-rounded Podcast is ideal for anyone looking to learn from the best in the business. 

Meetings Mind 

Hosted by event professional Charles Eide, Meeting Minds focuses on the strategic planning and execution of corporate events. Perfect for those looking to improve their skills in corporate event management. 

Event Marketing Redefined 

It is the perfect Podcast for event and trade show marketers looking to elevate their events and create immersive, meaningful experiences that drive real results. Hosted by Matt Kleinrock of Rockway Exhibits + Events, the Podcast explores how brands can create unforgettable moments by using storytelling to build relationships and brand affinity.

Whether you are an experienced event prof or just starting in the industry—these top best event industry podcasts can help you stay ahead of the curve when it comes to staying up-to-date with trends in event management and marketing tactics.  

Tune into these podcasts for helpful advice from experts in their fields and inspiring stories from other successful event pros. With this list, you will be equipped with all the knowledge necessary for success in events. 

Host your own podcast? Enjoy another not listed here? Contact us and share.  

The post <strong>The Top Must-Listen Event Industry Podcasts</strong>  appeared first on A2Z Events.

Utilize Icebreaker Exercises 

Icebreaker exercises are a great way to break the ice and get everyone to network at events. By taking a few minutes to plan an effective icebreaker, you can open up conversations and create an atmosphere of collaboration and community building. Icebreakers can be as simple or complex as you like: from playing fun games that help participants further understand each other to ask individuals about their backgrounds or interests. Whatever idea you choose, ensure it’s relevant and engaging for all attendees. Most events don’t start networking activities to well into the first day. Events who offer  the right icebreaker exercise early on will have attendees get more out of your event. Additionally, use these exercises throughout the event as opportunities for guests to share updates on their progress or comment on their discussions. Doing so will help keep energy levels high and ensure everyone is connected.  

Leverage Event Technology to Enhance the Experiences 

Using technology at events is a great way to enhance the networking experience. For example, matchmaking software can offer exhibitors and attendees high-quality matches based on their interactions and selected interests. Ensure exhibitors can connect with attendees who view their profile or interact with their products. Additionally, utilizing matchmaking software can be beneficial because it allows attendees to network based on various criteria such as industry, interests, or skillset. Matchmaking software will allow everyone to be prepared and ready for conversations that spark a common interest!  

Give Back by Incorporating Charities 

Making a difference has never been easier than with charity-oriented activities. From online auctions to donation drives, these events will draw attention from potential partners while benefiting those in need. To make the most of your event, send out invitations ahead of time that includes information on which organizations will help from donations made at the occurrence, set up booths for voluntary contribution and run raffles with exciting prizes – all these methods serve as excellent means of fostering valuable connections between attendees while also performing good deeds!  

Celebrate Diversity Through Creative Programming 

Strengthen the bond of your attendees by establishing activities that promote inclusion, such as panel discussions or roundtable conversations. These will allow guests to share their perceptions and backgrounds related to the event’s theme, thereby fostering meaningful connections among participants who already have a strong emotional investment in these topics presented by keynote speakers. Through this robust engagement, each person can learn from one another and be inspired by stories based on personal experience.   

Make Time for Relaxation and Socializing 

When it comes to furthering networking opportunities at your next event, making room for social interaction is critical. Consider taking breaks throughout the day so everyone can catch up with familiar and unfamiliar faces – you could even opt for a lounge area specifically dedicated to mingling! This way, attendees have plenty of time and space to bond while feeling less pressured by too much agenda-related content. Always remember, if you plan on serving alcohol during social occasions, having non-alcoholic drinks available is always important.  

Don’t Forget About Networking After the Event! 

Event organizers should extend beyond simply fostering networking opportunities during their events. Follow-up is key; reach out to all of the event’s attendees, exhibitors, and partners with a thank you message in either email or by phone call after its conclusion. Share how they can connect with others in online communities or social media platforms to extend their networking. This will uphold relationships between involved parties and may even result in something extraordinary emerging together! We must seize this post-event window of opportunity to strengthen these bonds and collaborate further down the line. 

With these seven innovative strategies, you can create networking opportunities that will help your next event be a memorable success. From planning ahead to incorporating technology and providing interactive activities, these tips will ensure everyone has an enjoyable and productive experience. Don’t forget to use the power of networking – it can bring great rewards! 

The post <strong>Six Innovative Ways to Create More Networking Opportunities at Your Next Event</strong>  appeared first on A2Z Events.

Streamlining how you put together your event agenda can lighten the load of event management.

When it comes to developing your event agenda, we recommend time blocking, using themes, and creating automations to simplify the process.

Time Blocking Your Event Agenda

Whether you have a calendar or use a simple spreadsheet, begin by identifying your time blocks. Using the event start date and end date, start time, and end time to frame up the days. Then determine how long you expect your audience to focus on a session, and use this to identify the time slots available for attendees.

For example, you may wish to block off the first hour of the event for registration. You may want to book the following time slot for an event welcome. We also recommend booking refreshment breaks every ninety minutes so that attendees can use the facilities or freshen their cup of coffee.

Identify Themes When Brainstorming for Event Speakers

Why are your attendees interested in your event? What do they hope to gain from the event? Will you educate? Entertain? Or provide activities to facilitate networking?

Once you’ve identified themes, fit them into your time blocks. Perhaps deep learning activities for mornings when attendees are fresh and including a networking activity to get attendees moving after lunch.

Identifying themes will also help you identify which speakers best suit the schedule. You can include this information in a call for speakers or when recruiting those presenters who would be ideal for the audience.

Use Automations to Streamline Your Event Coordination

Automations are generally based on “if this, then that” logic that identifies the steps to complete tasks. Software can take on these routine actions. Instead of dragging yourself through the same old checklist or data collection, create automation rules to ensure actions are completed automatically.

Here are a few suggestions to use automations in your agenda planning:

• Customize your registration form to include agenda themes to determine potential session interest. Use automation to aggregate these answers with Google Sheets and Data Studio.
• Collect speaker applications via Google Forms. Use the spreadsheet feature to look at comprehensive data as its submitted.
• Create email sequences to automatically send registrants and speakers information and updates, welcoming them to the event and reminding them of its approach.
• Use attendee tracking software to automate sending surveys to receive feedback and allow attendees to log in online and complete evaluations before printing their own CEU certificates.

Creating an event agenda is hard. These tips – time blocking, using themes, and creating automations – makes it easier. And we can help simplify your processes even more. If you’d like to learn more about event registration, attendance tracking, or how we can help with your next event, get in touch with us here.

The post Tips to Simplify Your Event Agenda Development appeared first on A2Z Events.

Floor Plan Management  

Access to an interactive floor plan can be a game-changer for organizers’, exhibitors’, and attendee’ experiences. Event management software should offer tools that allow show organizers to quickly set up, manage, and share the expo floor plan online in real-time using level-based admin access. It should also provide exhibitors with a secure self-service interface to update their online and print directory information as well as add enhanced digital content to increase engagement throughout the show cycle Show organizers should also look for the capability to manage payments, collect online contracts for the booth space as well as feature and sell sponsorship information.  

Moreover, attendees should be able to find exhibitors quickly and efficiently, add them to their favorite list, and create personalized printable walking maps on any device they choose. Visual dashboards and robust reporting should provide mission-critical data in an easy-to-read format at the fingertips of show organizers, helping them make informed decisions that will maximize the efficiency of event management technology investments.  

Powerful Registration Tools

Event registration is an essential part of any successful event. By incorporating features such as online registration, check-in and badge printing, lead retrieval, and attendance tracking into your event management software solution you can ensure a smoother experience for both organizers and guests alike. All of these features help streamline the registration process for your event, making it easier for attendees to get what they need without having to wait in line or manually enter information into your system.  

Additionally, many event management systems offer custom badge printing capabilities which enable you to quickly print out personalized name badges for each attendee onsite. Finally, with lead retrieval and attendance tracking you can capture leads from attendees who have expressed interest in particular products or services featured at the event as well as keep track of who has attended your events over time. In this post-pandemic world, making your registration experience from first clicks to on-site registration is even more important for your audiences.  

Call for Proposals  

In addition to streamlining the processes of organizing a conference or other event, event management software should also provide options for handling the call for proposals. The ideal solution should include a fully responsive Call for Proposals module with solid user experience for conference managers/presenters/graders. This would enable submitters to create or modify their proposals in one central location and then seamlessly publish approved proposals on their chosen website or mobile app.  The software should also be equipped with on-demand reports and dashboards so users can get an up-to-date overview of their proposal submission process at any given time.   

Conference Management  

The right solution should offer robust conference management tools that allow teams to manage session calendars and speaker assignments efficiently. It should also provide features such as the ability to build and update event content in real-time by adding, importing, and editing data for tracks, sessions, sponsors, and speakers; quickly and easily updating sessions anytime and from any device; providing a secure system for speakers to upload bios, handouts, and photos; enabling attendees to browse sessions, mark those they plan to attend, and submit questions to speakers before, during, or after the session; among other features.  

Mobile App  

A mobile app is a great way to provide a more engaging experience for attendees of your event. When seeking out an event management software solution, look for features such as: 

• A no-code application – the ability to create an event app without having to code; 
• Sponsors/exhibitors profile pages – show off your sponsors or exhibitors with profile pages that can include contact information and featured products; 
• Registration system integrations – integration with existing registration systems to quickly get attendees into the app; 
• Featured billboard carousel – showcase important messages or upcoming events on a home screen carousel; 
• Event feeds/directories – easily direct attendees to specific areas or activities within the event via an interactive directory; 
• Polling/survey tools – capture real-time feedback from attendees on various topics with polls and surveys; 
• An app-generated event website – build a custom website for your event in minutes; 
• Notification settings center – communicate with all attendees at once through push notifications and emails; 
• With these features, you can ensure that all attendees have an enjoyable experience by creating an immersive environment that keeps them engaged both before and during the event. 

Essential Features for Attendee Experience  

Security management, attendee profiles, and matchmaking between exhibitors and attendees are vital features that can give your event attendees a truly personalized and engaging experience your audiences demand.  

Security preferences ensure that attendees have control over who they share their profile data, while privacy settings and permission controls guarantee peace of mind. By leveraging the power of AI and custom interest tags, matchmaking takes the guesswork out of networking and content placement to ensure buyers and sellers alike have a successful event. Furthermore, powerful search, intelligent recommendations, and appointment scheduling (in-person or virtual/hybrid) enable you to create meaningful connections and curate experiences for your audiences.  

Essential Features for the Exhibitor Experience  

Event management software with custom analytics, forms, and task management is essential for a successful exhibitor experience. Custom forms allow you to capture all the critical information you need from your exhibitors in just a few clicks. Exhibitor analytics provide meaningful insights into who your attendees are and what they’re looking for from their experience. With task management, you can set up tasks for your exhibitors to view and manage on their hub dashboard. Each task can be a simple reminder to mark off, a clickable link to an external vendor, or assign a specific form you have created right within the system – making it easier than ever to streamline the exhibitor experience.  

Conclusion  

Overall, event management technology can be a powerful tool for creating unique, custom experiences for attendees and exhibitors. From message management to matchmaking capabilities to custom forms and task management, it’s important to evaluate the features available and make sure they fit your needs. Doing so will ensure you get the most out of your event management software investments.  

It’s all about creating an enjoyable experience for all involved to maximize engagement and reach desired objectives. Investing in the right event management technology is a great way to do that! Learn more about how A2Z Events can help you with your next tradeshow or conference.

The post <strong>Essential Features You Should Look for in Event Management Software</strong>  appeared first on A2Z Events.

The Enhanced Digital Content (EDC) program from A2Z Events by Personify can help your exhibitors extend their reach, generate leads, and gain customers. We offer a few different options for organizations to take advantage of EDC depending on their organization’s size, internal resources and needs.  

What is Enhanced Digital Content (EDC)?

EDC is a tool that enables exhibitors to create robust online profiles in the exhibitor console within the A2Z Events platform. This customizable profile allows exhibitors to add product information, show specials, press releases, video galleries and more. Think of the profile as an exhibitor’s content-rich digital booth that is available before, during and after the event.  

EDC enriches the event experience for both attendees and exhibitors:  

• Attendees can access exhibitor profiles before the event to plan out which booths they want to visit and connect with exhibitors before stepping onto the show floor. Additionally, the EDC tool benefits attendees unable to attend the event in person to interact with exhibitors digitally and recreate some of the in-person experience. 

• Exhibitors have increased visibility to attendees and potential customers at the event. They can elicit more show leads by promoting show specials, giveaways, etc. on their digital profile to increase the percent of folks that visit their booth in person. By creating a robust online profile, exhibitors can turn the conversations with attendees from “What do you offer?” to “I’m interested in this product I read about on your profile.” 

How Does Enhanced Digital Content Work?

There are a few different ways that an A2Z Events client can leverage EDC. Personify has an in-house Digital Engagement Team (DET) that will manage all aspects of the EDC program on behalf of clients. The DET works with you to make sure your exhibitors and attendees have a seamless user experience from program setup to marketing, post show reporting and analysis. They generate additional revenue to A2Z Events clients at no cost to them by offering online marketing opportunities to their show’s exhibitors through the Enhanced Digital Content Partnership Program (EDCP).  

Alternatively, an A2Z Events client can purchase the EDC functionality and manage it themselves if they have the resources and bandwidth. 

Why is Enhanced Digital Content Valuable to Exhibitors?

Nothing is worse than going to an event as an exhibitor, spending time, money, and resources to generate few or poor-quality leads. We find that exhibitors who add rich content to their online profiles typically generate 3X more profile visits, have more meaningful engagement, and gather a higher number of leads.  

The ability to showcase their company through enhanced content galleries gives organizations higher visibility over a longer period of time, as opposed to only a physical exhibitor booth.  

Exhibitors and attendees can also utilize the matchmaking feature in their profiles. By selecting what they are seeking to get out of the event, attendees will be matched with exhibitors that offer relevant products or solutions.  

Attendees will be able to prioritize the booths they visit, and Exhibitors in return will receive more engaged attendees. This allows for both attendees and exhibitors to maximize their time at the event and optimize their experience by finding their event match! 

How EDC Makes an Event Successful and Profitable

I’ve mentioned how EDC benefits exhibitors and attendees, but what about the event organizers? Well, having happy people who are able to meet their lead and revenue goals will keep coming back to your event year after year, improving your exhibitor retention rate and providing guaranteed revenue from their booth.  

Additionally, when you leverage our DET, you can save significant time and resources when planning and executing your event. 

 Utilizing the customized marketing our team provides, your event is elevated, from the website to email campaigns to event implementation. The DET team will also help adapt your strategy mid show if needed and at the end of your event you receive a post-show report with statistics and revenue breakdowns.  

Want to Learn More About Enhanced Digital Content?

If you’re interested in learning more about what A2Z Events can do for your next event through EDC, feel free to reach out to one of our team members. They’ll be able to answer any questions and build your strategy for digital success. 

The post Enhanced Digital Content: Increase Exhibitor Visibility and Grow Event Revenue appeared first on A2Z Events.

Experiential marketing events can take place in a variety of settings: they can be ticketed events that run for a limited time – think pop-up experiences or annual events. Or larger brands may have the capacity to create long-standing experiences that straddle the lines between retail activation, museum experience, and marketing opportunity.

With the return of in-person events, TH Experiential’s study found there is an appetite for interactive experiences, stating 49% of respondents want the option to navigate events from their mobile device, and 63% stated that sanitization at events was a top priority for them post-COVID.

Immerse Your Audience in Your Brand

By immersing your audience in your brand, we see three immediate mutual benefits for both you and your audience:

1. Social shareability: Positioning your brand as a source of positive, unique, and personalized experiences is a win when it comes to gaining recognition. Getting organic shares on social media is essentially free advertising.
2. Personalized, memorable engagement: Show your audience how good you are at customizing your product or service. And take this opportunity to surprise and delight them with above and beyond.
3. A better understanding of your audience: A more tailored experience with your audience gives you an opportunity to better understand THEM. Use your branded experience to gather quantitative and qualitative information about your audience: What’s their demographic? Do you have their email for future engagement? What products are they drawn to? What feedback do they have?

Examples of Experiential Marketing

Kohls + Sephora Beauty Maze: To celebrate the launch of Sephora at Kohl’s in more than 200 stores, the brand set up an outdoor beauty maze for a two-day event that drew about 1,000 attendees. The maze itself was gamified, featuring eight different experiences activated by QR codes where visitors could easily create their own shareable content.

Adobe Max: Adobe’s annual event has historically been a way to connect their software’s users from around the world, and more importantly, to further cement itself as a thought leader in the creative industry. While the event has been digital since 2020, the latest in-person event in 2019 included hands-on demos of new technology, augmented reality experiences, personalized swag, and 28 popup shops. The event serves as a perk for Adobe users and a way to build community further than just Adobe’s products.

Subaru Winterfest: Subaru’s annual festival markets itself as a “one-of-a-kind music and mountain lifestyle tour that invites friends, family, skiers, snowboarders, music fans, and dog-lovers alike to bask in their love of winter and adventure.” In an article for eventmarketer.com, Subaru’s experiential marketing manager Matt Barber comments: “WinterFest has always been a way for Subaru to connect to its owners, potential owners, and mountain resort visitors. Our goal has always been to make someone’s day at the resort better and to provide a free, memorable experience for whoever wants to come.”

While Subaru drivers enjoy perks like VIP parking, all guests enjoy access to live music, regional craft beverages, ski and snowboard gear trials, and of course the opportunity to learn about Subaru’s latest models.

Heineken Experience: Heineken’s ticketed flagship experience serves as a way to deepen their customer’s knowledge and appreciation of this iconic brand. More hands-on than the average brewery tour, visitors pay to access Heineken’s original brewery, where they learn about new innovations, the story behind the brand, and the best way to pour their beer.

Since 1995, GTR has provided in-person events with innovative technologies and hands-on service, powering more than 12,000 events around the world. Get in touch if you’re looking for on-site or behind-the-scenes help.

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Event branding is no different than branding for a product or service. We’ve got three basic must-haves when it comes to building your brand:

1. Connect with your target audience.
2. Convey what you’re event is all about.
3. Live consistently across all marketing channels.

How to Create a Brand for Your Event

Whether you’re creating your event’s brand yourself or engaging a marketing company to do the heavy lifting, you’ll need to start with these steps.

• Define your audience. Who are you trying to attract? Is your event for senior-level professionals? Creatives of all ages? Are attendees all from a particular industry? Will it be formal or casual? Why will they want to attend your event over another? Once you define your audience, you can make sure the brand appeals to those people.
• Create a toolbox of brand elements. With your audience in mind, create your brand!

Event Brand Elements

Think through the following brand elements:

• Logo: Keep in mind how your event logo looks in a variety of sizes. It may be featured as small as an app button, or as large as a banner in a ballroom. When in doubt, keep your logo simple and legible. You can add pizzazz to your brand using color, imagery, and tone of voice.
• Color: Use color thoughtfully to appeal to your target audience, and get inspired browsing endless palettes on Adobe Color. Think about how you use color to organize your event too – do all attendees in a certain track get a specific colored name badge? Should they look for a particular color banner when on-site?
• Typography: Typography should never detract from the clarity of your message. But in small doses, a “display font” can add character to your message where needed. Browse hundreds of free fonts on Google Fonts.
• Imagery: Sure, you’ll want to include imagery in your event’s marketing. But how you treat that imagery can change the tone of it! Serious, formal event? Choose quiet imagery and try monochromatic tones. Playful, energetic event? Use high saturation colors and images with a lot of movement.
• Voice: If your event was a person, how would they talk? The tone of voice your event messaging takes must speak uniquely to your attendees. Will your event be formal? Exclusive? Inspirational? Comedic?
• Keep it all consistent. It is said that it takes an average of 7 interactions with a brand for a person to remember it. Ensure your audience will recognize your brand across different channels by using the same visual cues and tone of voice. Keep graphics and messaging consistent from your registration website to social media channels to printed collateral, before during, and after your event.

Implementing Your Event’s Branding

Once your brand is built, there are endless ways it can come to life:

• Marketing: Be sure to deploy a consistent brand feel across your registration site, marketing emails, social media, print ads, and any promotional materials.
• On-site branding: Start with the large elements: think about how your brand feel is communicated on-stage, in large wayfinding signs, and in any animated graphics on-screen. As you get smaller, you can bring your brand to life on badges, SWAG, and handout materials.
• Digital branding: If you are using an event app, be sure it has a healthy dose of your logo, color scheme, and chosen fonts.

Did you know our event pros spend on average 50 hours per event helping planners like you leverage your event’s brand? Since 1995, we’ve provided the conference and tradeshow industry with innovative technologies designed to improve and simplify event planning, powering more than 12,000 events around the world. Get in touch if you’re looking for on-site or behind-the-scenes help.

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