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7 Tips for Planning a Successful Virtual or Live Tradeshow

7 Tips for Planning a Successful Virtual or Live Tradeshow

by | Jan 26, 2021 | In-Person Meetings, Virtual Meetings

Tradeshows can be very beneficial – for event organizers to generate additional revenue and industry recognition; for vendors to receive more exposure, leads and sales; and for attendees to get inspired and make connections.

Our current climate has changed how tradeshows look and how they are conducted, but they are worth it, especially if set up and managed well.

Here are some tips to do exactly that:

Give It Time

Especially on a first-time tradeshow or expo, give your team plenty of time to brainstorm and plan. Consider the target audience, overall goals, and how to achieve the objectives. What needs and wants does the team have? Does it make the most sense to be virtual or live? What’s the overall budget? What traits will the ideal venue have (if live)? Who may sponsor? Who may want to have exhibits?

Don’t rush, instead, take the time to build a high-quality event that will build interest for years to come so you don’t have to reinvent year over year. Consider how the event may look now and how you’d like it to look in the future.

Plan a Theme

With a deep understanding of your objectives, target audience, and expected vendors, choose a theme that helps you clearly identify your message and reach out to prospects. The clearer you are, the easier it is to target the appropriate demographics and appeal to them. Do your research to create a tradeshow that meets the needs of both attendees and exhibitors.

In marketing and branding, use the theme – and have fun with it!

Get Sponsors

Whether exhibitors, product or service sponsors, get commitments on advertising. Advertisers can purchase recognition by sponsoring all print materials (if you use them), gifts/swag (whether shipped or in-person), catering (if applicable), awards, programs, entertainment, and more. Get creative and off-set costs with great sponsors.

Knowing your budget will help you determine how many and what types of sponsors you need. In the virtual meeting setting, you can still brand slides, gifts, awards, and more. Be creative with sponsorships and be sure to deliver value to both advertisers and attendees.

Book Your Venue or Determine Your Platform

Knowing your theme and expected attendance and exhibitors, choose a venue that can appropriately accommodate your expo. If you are doing a hybrid or virtual event, choose an online platform that can accommodate all your registration and tradeshow needs. Vendors may want to use online scheduling platforms to meet with participants in a one-to-one setting, virtually or in-person for demonstrations. Help to make this happen by determining needs and including them in your planning.

Breakout rooms – whether virtual or live, need to meet your goals and budget and be easy to navigate. Use clear communication to help participants know how to find what they need.

Book as early as possible to get the best location and rate and be sure to ask about cancellation policies in case of changes to local mandates. Use technology to increase engagement and safety wherever possible, such as creating digital maps and check-in.

Plan the Layout (If In-Person/Hybrid)

Once you have a venue chosen, plan a layout that includes premium booth spaces and standard spaces to offer to prospective vendors. Be sure to include information about outlets, drapes, booth set up/tear down, and more to communicate early and often.

Use signage to support safety measures and attendee flow. Manage occupancy guidelines with restricted and/or monitored entrances.

Understand the limitations and new protocols for safety including waiting areas, parking, registration, and amenities. The venue can offer suggestions for room set-up which you want to take into consideration for flow, especially if distancing rules are in place.

Plan the Flow (If Virtual)

Venue layout is exchanged for event flow in the digital space. Practice how participants will “travel” through the event, such as using waiting rooms and breakout rooms. Determine how attendees will participate and what needs to be in place to facilitate sessions and transitions.

Determine any backup plan in the case of technical issues.

Consider Entertainment

Relevant entertainment and fun can incise attendees into the show and keep them there longer. Determine what needs attendees may have and try to meet those needs (such as refreshments and beverages) to keep participants engaged and moving through the expo.

Whether virtual or live these components can be included and should be! Being distracted can happen more frequently when an attendee is virtual – so fight for their attention by inviting them to engage with gifts they open at specific intervals in the event or by using a fun MC and providing entertainment.

With live or hybrid events, entertainment should be booked early as well and used to help promote the fun of the event, and catering should be on par with the theme and overall flow.

Market, Market, Market

To make the event truly beneficial, attendance is critical. Encourage cross-promotion by having vendors invite attendees as well. Remember, you will be selling vendor spaces, advertising spots, and admission tickets almost simultaneously. Being clear about who will attend and who will exhibit will help you do this well.

To learn more about security in virtual meetings or other ways to make your next event the best it can be, contact AMI today.

3 Steps for Saving Money on Your Next Conference

3 Steps for Saving Money on Your Next Conference

by | Jan 6, 2021 | In-Person Meetings, Meetings Industry

 

Saving money is always important, whether you have a large budget or not. Saving money in non-essential areas can help you invest those dollars into things that can make a difference. For example, one client saved $800,000 by making a few adjustments – a cost savings of $2,000 per participant – and used it instead to give participants a truly creative and fun experience.

While not every company has that much to spend or to save, there are certainly very achievable ways to make your next conference one to remember without killing your bottom line. Here are 3 for your consideration:

Consider a Virtual Event

One of the ways the previously mentioned client was able to save so much, was by limiting travel expenses and using webcasting to communicate to their 400 attendees in four locations. While not every meeting can be virtual, using virtual elements, such as webcasting, can help reduce expenses over an in-person event.

Staying open to technology efficiencies can help lower costs, increase attendance, and streamline processes.

Work with Professionals

Expertise may seem expensive, but anyone who has hired someone new to save money often regretted it in the long run. Experienced corporate meeting planner professionals know the tricks that can save money, including having established relationships with vendors. They can anticipate problems before they arise and know what steps to have in place to sidestep them or adjust on the fly.

Inexperience is always more costly than expertise.

Be Clear

Being clear about your mission and values, as well as exactly who you are reaching with your event will help decision-making. This focus will allow easy cost-suckers to slip away while your guiding values make the more aligned choices.

For example, if the audience consists of those passionate about green principles, the decision to incorporate eco-friendly strategies is a no brainer. It immediately directs you to sustainable practices, green venues, earth-conscious products, and local foods. This shortens the time it takes to find vendors and locations, saving time and money.

Clarity is your compass.

If you are considering a live or in-person event, trust AMI to provide the knowledge and professionalism you need to make it a success.

Customer Experience Post COVID: How Meeting Industry Suppliers are Making it Work

Customer Experience Post COVID: How Meeting Industry Suppliers are Making it Work

by | Jul 16, 2020 | In-Person Meetings, Meetings Industry

 

As Meetings Industry suppliers are slowly beginning to re-open their doors across the United States and around the globe, we are seeing a variety of new health and safety protocols and innovative strategies that create a safe environment for attendees and guests, while still providing exceptional customer service experience.

We spoke with some of The American Meetings Network, Prime Supplier members about what they are doing in the face of the current challenges.

Limo Corp Worldwide

Image Courtesy of Limo Corp Worldwide

Wasif Bhatti, President of Limo Corp Worldwide, is working on keeping the same feel of a luxury service, but adding in some critical additional safety guidelines. Those include educating the chauffeurs on the new protocols, so they understand what to look for in themselves as well as passengers. They also communicate to passengers about the safety standards they have in place, educating guests who are likely traveling to the area about the local mandates and recommendations.

  • Staff or passengers who are showing signs of illness, or who have travelled to a “hot spot” region are asked to self-quarantine for 14 days before reporting to work or hiring their services.
  • Chauffeurs are wearing masks and gloves and take temperature checks before and after every trip.
  • Vehicles are sanitized between rides and hand sanitizer and wipes are provided for both guests and drivers.
  • Electrostatic sprayers are used to disinfect the vehicles twice per day, allowing deeper sanitation even in hard to reach areas.

Social distancing is also in place, including in the office. Vehicles have a limited seat capacity, and passengers are no longer allowed to ride beside the chauffeurs.

“We are still opening and closing doors for clients, but are asking a lot more questions to gauge customer boundaries. For example, rather than simply grabbing the luggage, they ask if the client prefers to carry it themselves, and then maintains distance,” said Bhatti.

Finally, all water, mints, magazines and extras have been removed. If a guest would like water, the drivers are offering bottled water before the ride begins and offers it protected by a disinfectant wipe.

Image Courtesy of Limo Corp Worldwide

Thread LLC., Atlanta, GA

Thread LLC, a promotional products provider, is also reflecting on how events will look post-COVID. Co-founder Michael Lumpkin said everything now is about taking greater precautions.

Providing corporate gifts have taken a back burner putting safety first, for good reason. However, as live events come back, and virtual event popularity grows, event organizers will want to get creative to bring back the huge value that corporate gifting provides.

Live events pre-COVID often had a check-in table to have guests register and be handed a name badge and swag bags. This was a standard that allowed for sponsors to connect with participants, while also inviting them into the experience of the event.

Without live events, hosts will now need to get creative. Virtual event sponsorship is very different, yet the importance still exists. Rather than spending money on travel, companies will need to explain to shareholders how and why they are reinvesting this budget into creating a great participant experience.

Image Courtesy of Thread Logo

Suppliers have already started offering free or reduced shipping, a trend likely to continue. It is expected that organizers will be mailing swag bag type gifts directly to participants to encourage engagement with sponsors and the event itself.

Fundraising events are anticipated to shift from event-based to product- or goods-based. Charities and businesses are already buying promotional products, so it is likely that fundraising will look more like a bake sale than, for example, a walk-a-thon.

Getting participants to feel the value and comradery of the virtual event will also take some creativity. Expect to see registration information and corporate gifts sent via mail prior to the event. This can allow for more customization, such as having participants register with shirt sizes or candy preferences. Asking participants to all wear their provided logo wear on virtual event conferencing may be the way to really pull them into the event.

“Once live and hybrid (live/virtual) events are fully back into play, personalized kits with everything the participant needs, such as stationery and pens, or no- touch tools, will be sent ahead of time or be packaged and delivered in a way that follows safety standards. Safety signage, dividers and hand sanitizer stations seem to be one way that sponsors will be contributing to events,” said Lumpkin.

While the event industry quickly adapts to some fairly large changes, and further adjustments are likely to continue for the ongoing future, organizers and providers are demonstrating both creativity a willingness to go above and beyond across all functions of their services in order to create not only the legendary customer service experiences that your attendees expect – but most importantly, a safe environment for your meetings and events to take place.

AMI’s PPME for Meetings Program

To support the events industry, AMI has created a program to provide high-quality products shipped directly to your live meetings or events. These products are offered at an affordable price by working with our partner suppliers, such as LimoCorp, Thread Logo, and others. AMI continues to innovate by offering this additional support to our Meeting Champions to make it safe to attend live meetings once again through our new PPME for Meetings Program.

What to Look For From Hotels When Booking a Live Event After COVID-19 Lockdown.

What to Look For From Hotels When Booking a Live Event After COVID-19 Lockdown.

by | Jun 4, 2020 | In-Person Meetings

 

In the past, commercial cleaning has traditionally been outsourced and not really thought about. Now, janitorial services are at the forefront of everyone’s mind. Every business needs to put a cleaning plan in place, rather than just handing it off.

While pandemic-related legislature changes continue to be made, event planners and venues need to stay aware to properly prepare for live events.

Here is what to look for:

Stronger Cleaning Protocol

Hotels have increased the intensity and frequency of their cleaning regimes. Some are upgrading their cleaning solutions to hospital-grade products or using new technology like electrostatic sprayers.

Shari Cedar, VP of AK Building Services, a commercial cleaning company based out of Ft. Lauderdale, FL, says electrostatic sprayers are giving large spaces a germ-free start, a clean slate SO TO SPEAK. She explains similar to how lint sticks to our clothes, a disinfectant sprayed with this tool is electrostatically charged to wrap around surfaces that could be missed with a manual clean. Not only this, but they are incredibly effective at killing germs, bacteria, and viruses.

“Let your attendees know that you have gone above and beyond to create a janitorial strategy for cleaning and disinfecting your meeting space. This way they can focus on your event and not worry about germs.” Says Shari Cedar.

Commercial cleaning companies already focus on high touch areas, but they will now be hyper-vigilant. For example, door handles, light switches, remote controls, reception and registration areas, and bathrooms will be getting extra attention. Ms. Cedar also suggests that day porters be used during the event to stay on top of DISINFECTING THROUGHOUT the course of events. While they may add to the cost, they are well worth the peace of mind.

Being Proactive

It’s important to know how many people are expected to attend the event, how large a space is needed, and what is in the space. “Less is more” will be a new mantra as hardwood floors and curtain-less windows will be easier to clean.

Ms. Cedar recommends walking through the flow of the event to determine what may be high-touch areas and to uncover any areas that could cause hidden problems, such as a lack of trash receptacles, or where they could be easily overflowing with paper waste like tissues or paper towels.

Ask the venue what their cleaning protocol is and if it fits with your expectations. Make sure the cleaning supplies being used are effective and  EPA approved to kill COVID-19. In addition, the janitorial staff must have the proper training to make sure the products are being correctly applied per the manufacturer’s specifications. Proper “kill time” (the time the product must sit on a surface to ensure bacteria and viruses are eliminated), and ventilation are important for safety.

Cleaning and disinfecting are two different processes and both need to happen. Cleaning removes trash, debris, dirt, and dust while disinfecting focuses on reducing or eliminating pathogens that could cause illness. Manual cleaning should be done every evening, and if the budget allows, the application of the electrostatic disinfecting spray is recommended as a fresh start each day of the event.

Personal Protection Equipment

All staff, whether event staff or cleaning crews should be prepared with the proper Personal Protection Equipment (PPE). Additionally, if you will be providing PPE to participants, be sure to have a sufficient supply including a backup supply. This can include gloves, masks, hand sanitizer, and antibacterial soap. Supplies may be limited, so plan ahead.

As hotels prepare to host events, and live events once more begin to schedule, we expect to see more shifts in how venues, event planners, hospitality, janitorial, and attendees come together to make changes for the greater good of health and safety.

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5 Tips on Negotiating with Hotels Post COVID-19

5 Tips on Negotiating with Hotels Post COVID-19

by | May 13, 2020 | In-Person Meetings

 

There is no doubt the recent COVID-19 pandemic has changed the world. The future of commerce is still unknown as we begin to open back up while staying safe.

However, as life often demonstrates, there are also benefits that come out of the crisis as well. One of these is that negotiations with hotel properties hosting meetings and events will be stronger. Krystal Gonzales is the VP of Sourcing and Supply Chain Management for leading global meeting strategists, American Meetings, Inc. She recently pulled back the veil on what this really means to those looking to plan live events in the next year.

AMI Digest: Tell me a bit about how hotel negotiations happened before the COVID pandemic.

KG: Previously, the main goal when negotiating with a hotel or venue revolved around the rate, availability, and terms and conditions that represented a financial liability for the client.  Those clauses were actively challenged by hotels. Prior to this pandemic, we were in a market where hotels had increased demand that allowed them to be more conservative with their negotiations. It gave them the power to call the shots. Now, the switch has been flipped and hotels are being forced to be much more aggressive with concessions and flexible in their negotiations.

AMI Digest: Kind of like the switch between a seller’s and buyer’s market in real estate?

KG: Exactly. It makes it even more important for clients, those who want to host an event, to use a third-party agency that is familiar with negotiation and changing laws to protect their rights when booking. My first tip is to use an agency like American Meetings, Inc. Globally, we’ve worked with all major hotel chains and independent hotels and have spent millions in revenue dollars.  This allows us to leverage our relationships and buying power for better rates and terms for our clients.

AMI Digest: Have any clauses been updated or adjusted due to COVID?

KG: Absolutely.  One of them being Force Majeure.  It allows a client or venue to cancel a contract with no penalty, due to acts of god/natural disasters. This clause is now likely to include the outbreak of disease, quarantine restrictions, epidemic, etc. amongst other verbiage that now exists because of the pandemic.  Several hotel brands have already implemented these changes as they understand the concerns that their clients and travelers feel as we navigate this pandemic. Including these specific terms as part of the fundamental negotiations will become standard practice

AMI Digest: What other clauses or terms should clients be aware of?

KG: Another tip is to ask for No Attrition.  This clause allows for the client to block a certain number of rooms without being held financially liable for the ones that were not booked/used during their event/program. This is especially important during these times as we face more travel restrictions and new quarantine orders that can affect the event’s attendance.

AMI Digest: That makes a lot of sense. What else should we know?

KG: Well, another clause that is recommended, and was critical for all customers who canceled major events in the last (and next) few months is a Rebook Clause. This allows the client to cancel their event regardless of the reason. and utilize the cancellation fees towards a future event within a specific period of time. Cancellation fees will still be owed to the hotel, but will not be lost.  Those funds are applied towards the future meeting as a deposit or final balance.

AMI Digest: How are cancellation fees calculated?

KG: It is calculated based on a percentage of the total dollar value of the event.  Cancellation Clauses will have several tiers with each tier representing a time frame and a percentage.  The closer in time that the event cancellation is given to the hotel, the higher the percentage and penalty. For example, if you have an event where the combined contract value of the guestrooms and food and beverage minimum is $100,000, canceling 6 months out could have a 50% cancellation fee. At one month out, it could be as high as 90-100%. That means clients would have to pay $50k-$100k at the time of cancellation in fees.  Without a Rebooking Clause, that full amount is paid for and lost.  With a rebook clause they can apply all or a percentage of that cancellation towards a future meeting.

AMI Digest: Wow, ok, yes, that is high!

KG: Third-party providers know the verbiage and what to look for in these clauses to make sure these fees are avoided or minimized. Now with our COVID experience, it is more important than ever to have an agency negotiate contracts. The extra experience and knowledge are really invaluable.  In our industry, hotels, and agencies understand the importance of partnership and both will put forth their best efforts into achieving a favorable outcome for our clients.

AMI Digest: You also mentioned new clauses that could be beneficial to add to contracts. Can you say more about that?

KG: There are several clauses that have emerged to ensure that hotels are following local laws and regulations and protect the client if they fail to do so. With these clauses, hotels and their brands are showing their commitment to the safety of the guests.  An example is the Gathering Laws. These relate to the hotel venue being fully aware of what is happening with local/national laws, social distancing restrictions, and being able to comply with those. If they can’t accommodate, or won’t, the client can cancel the agreement without penalty.

AMI Digest: It’s clear to see that this is directly related to this pandemic.

KG: Yes, and it has been wonderful to see the way hotel chains have proactively adapted to the new expectation of the guest’s experience as we live through a time that prioritizes sanitation and cleanliness over a buffet display.

AMI Digest: Time will tell just how and what will be changing in the face of global recovery, health, and safety. Thank you for sharing your knowledge with us today!

If you are looking for a third-party negotiator for your next multi-day event, whether ten participants or thousands, AMI is here to negotiate the best terms for your success!

 

How to Prevent the Most Common AV Disasters from Happening at Your Next Event

How to Prevent the Most Common AV Disasters from Happening at Your Next Event

by | Jan 30, 2020 | In-Person Meetings, Technology

 

Any time you prep for a meeting, conference, or event, you’ll have to rely on a number of specialists to bring your vision to fruition.  While you can see the venue and sample the food, you might have to put a lot of trust into the AV specialists you hire, hoping that they can deliver what you want when your event rolls around.

Unfortunately, a lack of knowledge can lead to some truly awful disasters related to your events.  For example, you might end up with a venue that doesn’t offer sufficient access to power, WiFi, or streaming capabilities.  You might end up paying outrageous fees to both the AV vendor and venue because you don’t know what you need.  Or you could suffer epic presentation fails like videos that are incorrectly formatted, that freeze while streaming, or that completely crash.

None of these are desirable outcomes, but you can avoid these snafus with a little knowledge and some help from an experienced and reliable event management services provider like American Meetings, Inc. (AMI).  Here’s what you should know if you want to prevent the most common AV disasters from happening at your next event.

Get Event Management Services and Vendors in Place Early

Like most tasks related to planning a corporate meeting or event, getting the major players in place early on can help you to avoid all kinds of issues down the road.  Your first step should be to compare corporate event planning companies to find a meeting services organization like AMI that offers the strategic planning services you need to brainstorm your next big event.

From there, experienced professionals at your event management services company can help you to find the perfect venue and get all your ducks in a row.  One of the first tasks, however, is hiring reliable AV specialists.  When you have this key player in place early on, your AV representative or team can help you to pick a venue that has the right foundations for your needs, including adequate power, internet services, and so on.

Go Over Every Detail

One of the biggest problems many companies face is not understanding what they’re getting.  When you don’t really know the lingo, it’s all too easy to end up paying for a bunch of equipment or services you don’t need, both from the AV company and the venue.  If you want to make sure you get just what you need and avoid paying excessive fees, it’s best to work closely with corporate event planning companies to fully understand what you’re paying for and whether or not it’s necessary.

This could mean having your AV specialist walk you through your contract line by line to explain each piece of equipment you’re renting, why it is necessary, and what it’s going to cost.  It could mean setting up a meeting with the venue and the AV specialist to make sure there are adequate power outlets and other resources available on-site.  You should plan on negotiating fees for everything from internet access to add-ons like additional mics, just for example.

Says Tarique Stanley, AMI’s Senior Event Technology Specialist, “If you don’t know what you’re doing you could end up getting nickel-and-dimed with fees, especially after the fact, when they know they can charge you like crazy for oversights.  It’s easier to make vendors accountable by negotiating for possible extras ahead of time.  This will help you avoid hefty fees later on.”

Find Reliable Corporate Event Planning Companies and Vendors

The worst-case scenario is a presentation failure at your event.  This could be something relatively small but nonetheless vexing like a video in the wrong aspect ratio.  Or it could be a much more devastating outcome like inadequate bandwidth for streaming that causes video presentations to stall.  It could be a disc that won’t play.

There are a few ways to ensure these epic fails don’t happen at your event.  One is to choose an event management services company like AMI that has the experience to prevent such problems and works with technical experts that have a proven track record of success.  You’ll also want to test early on to make sure venue resources are adequate to handle power and streaming needs, as well as test materials like presentation videos to make sure they’re working properly.

Don’t forget to create backups.  If something goes wrong, there may be a way to salvage your presentation with a proper plan B or C in place.  Not all corporate event planning companies have the experience and reputation to help you avoid AV disasters, but with the experts at AMI on your side, your next event should go off without a hitch.