Events, meetings, conventions, seminars and trade shows must get with the program and incorporate the new emerging technologies and new trends to attract the attention of the attendees and of potential clients.
Create a Buzz for Your Event
There are several steps and measures event planners can use in order to get the media attention or buzz necessary for your event. Research is everything!
Trade-Shows Go Green
RIn today’s society going green is in. Of course the event planning / convention / conference industry is no exception.
Top 5 Convention Centers in the U.S.
Don't know where to do your convention? Can't decide on a destination? Here is a Top 5 list of the best convention centers in the United States.
Out of Ideas? Dive In Corporate Theater
Many event and convention production companies are using business theater as a new innovative way to spice up corporate seminars, events, and/or conventions.
We have established in previous posts the importance of incorporating new technologies and social media in events, conventions, meetings, etc. However, social media is just one channels of digital marketing. Marketing has evolved tremendously over the past few years. Now incorporating RSS feeds, podcasts, search engine optimization (SEO), pay per click ads, and SMS and MMS messages will enhance the way you market your event, product or service. Although marketing and promoting events depend on the theme, concept and target market of the event itself, event planners can benefit from digital marketing since one of it's benefits include getting immediate feedback from the consumer.
Taking advantage of all the services the Internet offers can help you increase and improve how you market your convention, meeting, trade-show, conference and/or seminar. Google search engine provides several tools that can help you create a more efficient digital marketing plan. One of these tools is called a Google Analytics. This is a free and easy way to keep track of your website traffic and marketing effectiveness.
"Powerful, flexible and easy-to-use features now let you see and analyze your traffic data in an entirely new way. With Google Analytics, you're more prepared to write better-targeted ads, strengthen your marketing initiatives and create higher converting websites."
This is a great tool to have. For more information on the product and how to use it see the video click here.
Another tool event planners can use to enhance their event's marketing plan incorporating digital marketing is Google Webmaster. This is also a free and easy tool that helps you get data about crawling, indexing and web traffic. In addition, it sends you notifications every time there is a problem with your site. With Google Webmaster you can find out how Google views your site and how it is ranking it. You can also analyze data and see how many people found your site in search results, and how many people actually clicked on it. In addition, it tracks from all over the Web and shows you who added a link to your site. It also creates sitemaps in order to see how many pages have been added to your index. For more information on this great tool see this video.
As you can see search engines like Google are offering numerous services, for free, that help website owners learn more about what their visitor's trends and habits. This way website owners can personalized and enhanced their marketing techniques with actual and exact information. These are only a few tools you can utilize in order to obtain the best results when using and applying digital marketing. For more details on What is Digital Market? this is a good blog article, which explains and defines what it is exactly.
Social media and technology have rapidly and surely emerged in our everyday lives. Not only people write everything they feel, do, or want, but also society has created a large reliance in technology and social media networks such as Facebook, Twitter, Blogs, Apps, etc. Events, meetings, conventions, seminars and trade shows must get with the program and incorporate the new emerging technologies and new trends to attract the attention of the attendees and of potential clients.
Get the code!
Let’s start with a new trend, the QR Code. It is a specific matrix barcode readable by a QR barcode readers and camera phones. QR codes are being found in several advertisements in different medias like print ads, and digitally. This will be a great innovative way to market and promote your meeting or convention. How does it work? Add a personalize QR code on your conference collateral. This way any attendee with a smartphone with a QR reader app can scan the code and be directed to any link that you desire. The link can be to a meeting’s website, a company website or a Facebook page, etc. This can also make your business cards a competitive edge. You can generate your own QR Code at http://qrcode.kaywa.com/ where you can make your QR code and link it to a URL, SMS, and/or other options.
Tweet Tweet!
Twitter is one of the biggest social media website used worldwide. For those who are not with the program, Twitter is a social networking and micro blogging service utilizing instant messaging, SMS or a web interface. Event planners can integrate Twitter by using hashtags- a word that begins with a # symbol that will bing all the conference or event -related tweets together. (Example: #2011Convention) If everyone has the hashtag Twitter will automatically compile all of them together. The best part is that you don’t have to register a hashtag, just inform your client and/or attendees of the hashtag, and done.
Apps:
Another good idea for conference and trade-show attendees is utilizing eMobile. This tip is compliment of the Daily Hot Ideas from the Meeting and Conventions Magazine. “With eMobile (powered by CrowdCompass), attendees can download the latest conference schedule and attendee information and refer to it even when Internet connectivity is spotty. The app, usable on Android, BlackBerry and Apple devices, costs $995, plus $1 per attendee, for planners using eReg, the registration software provided by eTouches. For planners using different registration software, check out EventMobi and other tools by CrowdCompass. (800) 516-4265; etouches.com”
Social media has become a part of how we do business, marketing, advertise and live. The event planning industry is not the exception. Take these tips into consideration and I am sure your event will be even better. Be social!
If you still don’t believe or know how social media influences, here is video that can maybe change your mind.
Event Planning takes a great amount of details, dedication and work. At times, making a successful one-of-a-kind event can take an extravagant amount of time and what if no one actually gets to know about it? Having numerous clients, event planners often create events that require media attention or a general public attendance. There are several steps and measures event planners can use in order to get the media attention or buzz necessary for your event.
Research is everything! The first step is to determine what makes your event unique. Are there going to be celebrities? Is it for charity? Any local hero present? Knowing your target market and what they want to hear gives your event a competitive edge. It will also grab the attention of not only the audience but it will attract the media. In addition to this, you must know what dates are the best to hold your event. If it is a corporate event and the theme is the environment, why not do it in April 22nd, Earth Day? This will definitely capture the attention of many who are “green” and it will also go in accordance with the event theme.
Second, depending whether you have a publicist or a public relations person in staff, the event planner or event organizer must have knowledge of most of the local media sources. Be familiar with the names and titles of local newspapers, magazines, and website staff. This way you can make sure that your press release or event information sent via email, regular mail, and/or fax can be received and published by the correct person. Here is when the need to have at least basic knowledge of Public Relations kicks in.
In order for you to be completely prepared to reach out to the media you must have at least a press release, a press kits, and/or an online press room. According to the article, How to Attract Media to your Event, from the Meeting & Conventions Magazine an online pressroom should have the following:
“• Must include all press releases or announcements. • Provide a list of frequently asked questions about your organization and event. • Indicate a contact person (name, phone and e-mail) for all media inquiries. • Provide additional multimedia assets that the media/bloggers can embed on their websites, such as info-graphics, videos and/or photos. • Provide quotes from the organizer, exhibitors, sponsors and past/present attendees.”
Remember to always invite the media to your event and make sure you have an assigned area or seating section for them, this way they will feel comfortable and “important”. This can secure another coverage plus, it can begin a beneficiary and receptive relationship between you and the media. Make sure you always follow-up with a thank you letter to all of those who covered your event, this way people will remember you and continue to cover your event because they enjoyed working with you. If you have zero knowledge of how to create press releases and other documentation make sure you consult a PR representative or publicist. Keep creating successful & unique events and but now add some buzz!
In our last post we established the importance of being legally protected and legally “advised” at every moment in any type of industry. However, like we have discussed before legal terms, clauses, and agreements vary according to the industry, service and/or product being provided to the public. Dive In! Events, Conventions, & More… had the opportunity to discuss in a Q&A with attorney at law Maranyeli Medina about the legal system regarding small businesses in the event planning industry.
Our Attorney:
Maranyeli Medina is a law school graduate from the Universidad Interamericana of Puerto Rico. Ever since she was a child she was intrigued by the excitement and drama of the courtroom. As a young adult still in her undergraduates’ program she realized her passion for law and justice, realization that made her decide and pursue law as a career. She expresses her love and passion for what she does with great excitement and how being an attorney allows her explore and experience many different areas and different cases. Her goals as an attorney include achieving maximum excellence in professional performance and that each person who seeks her help can leave feeling comfortable and believing in the justice system.
Dive In: If a legal situation arises involving a corporation v. an individual, knowing that the case’s outcome depends on the legal matters involved, does the corporation have the advantage because they have a better legal team?
Medina: Not necessarily, although having a high purchasing power has a direct correlation with the ability of hiring a good lawyer this is not always the case. However, at times legal teams who represent big companies and/or corporations are so high in demand they dedicate less time to prepare themselves. In addition, in cases of breach of contracts, for example, the justice system provides the necessary means of legal protection for the weaker economical class.
Dive In: Have you ever heard of a legal case involving an event planning company? If so, is it common in court?
Medina: Yes I have. However, I rarely see these types of cases in the courtroom.
Dive In: Knowing that event planning companies rely mostly on their relationships with clients,. How important is having a personalized contract / agreement with every client?
Medina: It is extremely important. A well-written contract is one less claim in case of a trial. Remember that contracts must consist of clear and accurate terms and it is best that at the time of reaching an agreement both parties come to the negotiating table in good faith and clearness.
Dive In: Is it more “legally” convenient to have a generic contract? Yes or No? Why?
Medina: You can have a general agreement and / or contract but it is preferable to personalize contracts based on the specific circumstances of the case or situation.
Dive In: What clauses do you consider that should be “must haves” in contracts for event planners?
Medina: Clauses that provide protection in case of a breach or non-compliance. Also, depending on the case I think it would be good to include an arbitration clause. (An arbitration clause is a commonly used clause in a contract that requires the parties to resolve their disputes through an arbitration process. Although such a clause may or may not specify that arbitration occur within a specific jurisdiction, it always binds the parties to a type of resolution outside of the courts, and is therefore considered a kind of forum selection clause.)
Dive In: Signed agreements, for example releases, help event planning companies have very small liabilities. What else can we do, in order to avoid being sued for liabilities? What other measures do we take?
Medina: I believe that if you have a good, solid, clear agreement or contract without any room for misinterpretation or miscomprehension, you should be fine.
Dive In: What are some legal measures, being a small business, we have to consider that we haven’t mention before?
Medina: In my opinion, I will continue to insist on the importance of a good contract. Dealing mostly with clients and customers, an event planning business must rely on a very solid contract.
Dive In: What do you recommend party planners to do in any legal case?
Medina: My legal suggestion is to always try to reach a mutual agreement or compromise instead of litigation. This way both parties save a lot time and money. If this does not work, turn to litigation as soon as possible.
Dive In: How important it is to trust your lawyer? Safety in numbers... the more lawyers you have, the safer you are? True or False? Why?
Medina: Absolute confidence in your attorney is a must. You must be completely honest with your representation in order to conduct the case in the most effective manner. Regarding safety in numbers, when it comes to attorneys, the client always has the freedom to pursue various legal opinions regarding their situation. However, I don’t believe that because you have more lawyers you have a better hand, this is relative and depends on the situation.
Dive In: In your opinion, what is the biggest legal myth in the legal system?
Medina: To me one of the biggest legal myths is when an adverse outcome is considered to be an equivalency to a failed justice system. Individuals must understand that many factors affect a court’s decision or a case outcome.
Dive In: Taking into consideration that a business may be based in Puerto Rico, does corporation laws differ a lot? Yes or No? Why?
Medina: They are not dramatically different, but when we take into consideration corporate law we have to understand that the legal system has established some general principles to follow. However, we have to understand that the laws of the jurisdiction govern corporations where they are incorporated, which is not always where the “ principles” were established.
As you can see it doesn’t matter what type of business you own, being legally insured and oriented gives you a corporate advantage and security. Ms. Medina also pointed out during the interview that the law system, like everything in life, has room for improvement, for example, getting up to date with technology and taking advantage of the benefits that these advances provide society nowadays. Dive In! Events, Conventions & More.. would like to thank Ms. Medina for taking the time and answering our questions helping us understand the legal world. Event planners make sure you are legally advised and oriented in order to be safe from any legal situations, make sure to always seek legal help and advising in order to avoid any legal problems. Remember, KEEP IT LEGAL!
Being legally secured and insured is a must for running any business either small, big, private, public, etc. no matter in what type of industry. Nowadays, company owners have to be extra careful with their contracts and insurance. Having the access and knowledge to a vast amount of legal information, people are doing anything and everything to keep themselves out of any legal situation. The event planning industry is no exception; numerous lawsuits and legal situations occur everyday in this area of the entertainment world.
Having the vision to create a corporate specialized event planning company in Puerto Rico, entails a lot of paperwork and most importantly, making sure my insurance is up-to-date and that I am covered from any possible liability. Nevertheless, nothing is certain and things happen.
For example, in 2010 an adult entertainment convention company sued Secaucus’s former mayor, Dennis Elwell and the Meadowlands Expo Center, over being forced to move a 2008 tradeshow from the town to Edison just days before the event. The company sued to regain its $32,500 deposit and an unstipulated amount for their losses for moving the 3-day show to another location. The situation began when Secaucus filed a lawsuit to ban the trade show from the town, citing violations of municipal and state ordinances on alcohol and proximity to a day-care center. The event company representatives say in the lawsuit that everything about the event was approved, and claim that the convention center officials later denied knowing details of the trade show. Situations like these can be avoided with more detailed and more specific contracts.
Other examples include a case where an event planner in Atlanta settled an out-of-court agreement with the Academy of Motion Picture Arts and Sciences over the use of a gold statue, which according to the academy infringed on the copyrighted “Oscar” statuettes. Another example is a lawsuit by MGM’s Grand Hotel in Vegas filed against a New York based event planning company for not paying what they owe for a charity event hosted at the hotel in 2007. Both situations can be avoided taking the necessary legal measures and precautions.
Legal situations can be avoided in most cases. Attorneys recommend party planners to always have a lawyer, “especially one that practices intellectual property law” and when in doubt make sure you discuss and clarify any legal matter with them. So, party planners take notes and make sure you protect yourself and your business. Legal information is accessible, so there are no excuses. Good luck and keep it legal.
In today’s society going green is in. Of course the event planning / convention / conference industry is no exception. New ways of creating exhibitions have been developed in order to save money and support the new trend of becoming environmentally conscious.
These green exhibits, also known as sustainable exhibit booths, should minimize the environmental impact. Depending on the size of the trade show or convention, these new modern booths can be made either small or large. However, it all depends on the needs of the organization that will be purchasing and utilizing the booth. Today, many are focusing on making sure that their exhibits and booths are sustainable and ultimately result in a lower potential waste. Creating an environmentally-friendly atmosphere and look. The key of creating a sustainable exhibit relies mainly on the materials used in the production process. Incorporating elements like Swiss wood (a renewable resource and net remover of carbon dioxide from the atmosphere), low energy lighting, using recycled paper as materials, and organic foods and beverages. Practicality is the main focus of this new trend.
Places like Switzerland have already incorporated this new environmentally friendly trend in numerous conventions and trade shows. In 2010, the Switzerland Convention and Incentive Bureau (SCIB) received the IMEX 2010 Green Exhibitor Award due to their sustainable exhibits. In addition, companies like Evo Exhibits and Skyline Exhibits, create top-of-the line eco friendly trade show displays, exhibits, and booths. Skyline Exhibits, located in Minnesota, USA, have created a 2-facet method of creating sustainable exhibits.
“Skyline contributes to environmental sustainability in two ways: By providing lighter weight, modular exhibits that have smaller environmental impact than traditional custom exhibits, and by minimizing the impact on the environment from our manufacturing operations.
These two facets -- lightweight modular exhibits, and more environmentally friendly manufacturing, can be viewed through the lens ofReduce, Reuse, Recycle.”
As you can see new trends and new ideas are being incorporated in the event planning industry. Helping the environment concerns us all, and what better way than helping with little details like this. This is not only a great way to be environmentally conscious but it is a great way to develop a positive corporate image and PR, sending the message that you do care. Event planners and organizers should be applying new trends like this for their green conscious clients. I am sure ideas like this will make them very happy and pleased. Remember, keeping an open conscious about the world and trying to become more conservative is the way to save money.
On the following video you can see how a sustainable exhibit can look like and what materials are used. Video by Evo Exhibits, another green display production company.
One of the greatest privileges humans have is the liberty of constantly choosing different options in any given situation. Whether if its choosing right from wrong, black or white, right or left, good or bad, chocolate or vanilla, etc. Using the corporate world as an example, thinking outside the box and doing things differently can sometimes help establish new ideas, determine new points, and ultimately reach goals and objectives faster, more efficiently, in a fun, unique and entertaining way. This is why corporations and/or companies should explore new venues and destinations for their corporate gatherings. Feel free to explore all the choices and different opportunities the beautiful island of Puerto Rico has to offer for your corporate events, conferences and/or conventions. I guarantee your event will be a total success.
Fajardo, Puerto Rico
Say hello to the El Conquistador Resort, a Waldorf Astoria Hotel Resort. Perched high above the ocean on 300-foot cliff, El Conquistador is one of the most luxurious resorts in the Caribbean, located in Fajardo,Puerto Rico.
Resort Accommodations
It is divided into five villages, with breathtaking, panoramic ocean views at The Grand Hotel including the villages of Las Brisas and La Vista. The resort is located on the northeastern tip of the island, near El Yunque Rain Forest. It is 4 miles away from stores and attraction of downtown Fajardo and Las Croabas. It counts with an on-site-world-class golf, spa, casino, water park, wind surfing, scuba diving, fishing and more. It even has its own private island, Palomino Island, just a 8 minutes boat ride (provided by hotel for guests) where guest can relax and enjoy the sun, beach, restaurants, water sports and more. El Conquistador Resort is located 31 miles from San Juan (the Island’s capital) and the Luis Muñoz Marín International Airport (SJU).
Atlantic Conference Center
Grand Atlantic Ballroom - 21,090 sq ft
In addition, El Conquistador Resort has all the commodities and accommodations that your company may need to conduct your next event, trade show or convention in the brand new state-of-the-art Atlantic Conference Center. You can host a function in the Grand Atlantic Ballroom, the largest ballroom in Puerto Rico with a space of 21,090 sq ft; or on the smaller Grand Caribbean Ballroom with 19,982 sq ft space. Your company has the opportunity to hold a board meeting in one of the 16 breakout rooms or meet in one of the 100,000 sq ft of indoor /outdoor meeting space.The resort also offers professional event planning staff and catering services for any event, luncheon, or dinner, etc. El Conquistador also offers numerous business amenities and services, which include, audio-visual equipment rental, printers, fax, Wi-Fi, and more.
This is ultimately one of the top 5 resorts in the Caribbean, with top-of-the class facilities and services. Remember U.S citizens: you don’t need your passport to travel to Puerto Rico, we are a U.S territory. (For more information on Puerto Rico's culture, climate, location and more Click Here) This is a great option for your company or corporation's events to be unique, fun and entertaining. For more information on the resort visit their website or click here. I urge you to consider this great venue and destination; I guarantee you won’t regret it. “ Life is anything, but square. So, why think inside a box? – Unknown
Enjoy the following clip with a more inside look of this great resort.
Dive In!: Events, Conventions & More... is a blog dedicated to the event planning industry. Discussing many topics like finance, marketing, advertising & more. Here you will find basic information on the current trends and the do's and don'ts of the industry. In addition, you can discover what the beautiful island of Puerto Rico has to offer in the event planning industry; from venues, to vendors, to activities.
Blog Created by Melanie Rodriguez Plaud (For more information on Melanie click on the about me tab in the above menu)
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