SlideShare a Scribd company logo
1 of 70
INBOUND15
Behind the Curtain —
50 Tips for
Hosting Badass Events
Karen Hartline
CEO, Reinventing Events
#50tips @khartline
--13 years of event production experience
--Orchestrate events in U.S. and U.K.
--Produce variety of events including: conferences, dinners,
launch parties and road shows
--Accommodate budgets of all sizes
Karen Hartline |
@khartline
--Questions?
--Share presentation via email
--Learn at least 1 new thing
AGREEMENT
INBOUND15
PRE-PLANNING
INBOUND15
1 Set goals from the
beginning
#50tips @khartline
INBOUND15
Plan for
unexpected
fees
2
#50tips @khartline
INBOUND15
3 Give attendees an
opportunity to meet
BEFORE the event
#50tips @khartline
INBOUND15
Speed
networking
may be
cheesy, but
it works
4
#50tips @khartline
INBOUND15
5 Absorb the fees
#50tips @khartline
INBOUND15
Customize
your order
form
6
#50tips @khartline
INBOUND15
7 Don’t expect your
community to come to
you—go to them!
#50tips @khartline
#INBOUND15
Mashable Road Tour
#INBOUND15
Twilio Roadshow
#INBOUND15
Whuffaoke
#INBOUND15
Whuffaoke
INBOUND15
8 Turn a negative into a
positive
#50tips @khartline
INBOUND15
Add
personal
touches
9
#50tips @khartline
INBOUND15
10 Create templates and
checklists!
#50tips @khartline
INBOUND15
Be ready for
last minute
ideas
11
#50tips @khartline
#INBOUND15
TwilioCon 2012
INBOUND15
12 Use a hashtag, not a new
Twitter profile
#50tips @khartline
INBOUND15
SPEAKERS
INBOUND15
13 Ask speakers to attend
the event, not just speak
#50tips @khartline
INBOUND15
14 Include more Q&A time
#50tips @khartline
#INBOUND15
Tech Cocktail Celebrate
INBOUND15
15 Prep your speakers
#50tips @khartline
INBOUND15
Question
your
speakers
16
#50tips @khartline
INBOUND15
17 Don’t make your panel
facilitator do all the work
#50tips @khartline
INBOUND15
Don’t ask
everyone to
speak
18
#50tips @khartline
INBOUND15
19 Make a clear ask
#50tips @khartline
INBOUND15
Host VIP
reception
instead of
dinner
20
#50tips @khartline
INBOUND15
ONSITE
INBOUND15
Start your
event
outside the
venue
21
#50tips @khartline
INBOUND15
22 Music in between
sessions helps keep
energy up
#50tips @khartline
INBOUND15
23 Have your playlist offline
#50tips @khartline
INBOUND15
Have
employees
staff the
event
24
#50tips @khartline
INBOUND15
25 Get your sales team
involved
#50tips @khartline
INBOUND15
Include a
WOW factor26
#50tips @khartline
INBOUND15
Provide a coat check
27
#50tips @khartline
INBOUND15
28 Offer stress relief at your
event
#50tips @khartline
#INBOUND15
INBOUND15
29 WiFi is a must
#50tips @khartline
INBOUND15
Power it up!
30
#50tips @khartline
INBOUND15
SPONSORS
INBOUND15
31 Don’t sell attendee list to
sponsors
#50tips @khartline
INBOUND15
Offer
creative
sponsor
activations
32
#50tips @khartline
INBOUND15
33 No pay-to-play
#50tips @khartline
INBOUND15
Get your
swag on!34
#50tips @khartline
INBOUND15
F&B
INBOUND15
35 Help facilitate lunch
discussions with table
topics
#50tips @khartline
INBOUND15
36 Provide a variety of
options for food
#50tips @khartline
INBOUND15
Limited
catering
budgets
means getting
creative
37
#50tips @khartline
#INBOUND15
Engine Yard Distill
INBOUND15
38 Make your water fancy
#50tips @khartline
INBOUND15
Offer healthy
snack
options
39
#50tips @khartline
INBOUND15
40 EAT!
#50tips @khartline
INBOUND15
POST EVENT
INBOUND15
Say Thank
You!41
#50tips @khartline
INBOUND15
42 Prep post-event emails
BEFORE the event starts
#50tips @khartline
INBOUND15
43 Have content ready to go
#50tips @khartline
INBOUND15
Do your own
debrief44
#50tips @khartline
INBOUND15
45 Announce your next
event
#50tips @khartline
INBOUND15
INSIDER TIPS
INBOUND15
Have an
event
emergency
kit
46
#50tips @khartline
INBOUND15
47 Use a Safe Word
#50tips @khartline
INBOUND15
Keep details
straight with
Boomerang
48
#50tips @khartline
INBOUND15
49 Have work/life balance
#50tips @khartline
INBOUND15
THE BIG TAKEAWAY
INBOUND15
Think about
it from the
attendees
perspective
50
#50tips @khartline
INBOUND15
Karen Hartline
CEO, Reinventing Events
@khartline
#50tips
reinventingevents.com
karen@reinventingevents.
com

More Related Content

Viewers also liked

Sponsorship Secrets: What Every Event Organizer Needs to Know with Mike Ponti...
Sponsorship Secrets: What Every Event Organizer Needs to Know with Mike Ponti...Sponsorship Secrets: What Every Event Organizer Needs to Know with Mike Ponti...
Sponsorship Secrets: What Every Event Organizer Needs to Know with Mike Ponti...Eventbrite
 
Anna Perko & Ari Plaut - Turning Insights Into Action
Anna Perko & Ari Plaut - Turning Insights Into ActionAnna Perko & Ari Plaut - Turning Insights Into Action
Anna Perko & Ari Plaut - Turning Insights Into ActionINBOUND
 
OED network_general presentation
OED network_general presentationOED network_general presentation
OED network_general presentationEAEA2015
 
44 martin court
44 martin court44 martin court
44 martin courtDon Munro
 
IPSEC2014 - Surprise! You're Hosting an Event
IPSEC2014 - Surprise! You're Hosting an EventIPSEC2014 - Surprise! You're Hosting an Event
IPSEC2014 - Surprise! You're Hosting an EventPatrick "Tod" Colegrove
 
Focusing on Inclusion in STEM Leadership Roles
Focusing on Inclusion in STEM Leadership RolesFocusing on Inclusion in STEM Leadership Roles
Focusing on Inclusion in STEM Leadership RolesHuman Capital Media
 
Addressing diversity through branding and targeted outreach | Talent Connect ...
Addressing diversity through branding and targeted outreach | Talent Connect ...Addressing diversity through branding and targeted outreach | Talent Connect ...
Addressing diversity through branding and targeted outreach | Talent Connect ...LinkedIn Talent Solutions
 
Mba internship guide 2013
Mba internship guide 2013Mba internship guide 2013
Mba internship guide 2013Fran Johnson
 
Playbook for hiring Technical Communicators
Playbook for hiring Technical CommunicatorsPlaybook for hiring Technical Communicators
Playbook for hiring Technical CommunicatorsPaulo Marques
 
A blue print for developing minority leaders in manufacturing
A blue print for developing minority leaders in manufacturingA blue print for developing minority leaders in manufacturing
A blue print for developing minority leaders in manufacturingNereida (Neddy) Perez
 
Exclusive Presentation — 2015 Strategic Diversity Measurement Survey Results
Exclusive Presentation — 2015 Strategic Diversity Measurement Survey ResultsExclusive Presentation — 2015 Strategic Diversity Measurement Survey Results
Exclusive Presentation — 2015 Strategic Diversity Measurement Survey ResultsHuman Capital Media
 
OFCCP Compliant Recruitment Solution
OFCCP Compliant Recruitment SolutionOFCCP Compliant Recruitment Solution
OFCCP Compliant Recruitment SolutionRathin Sinha
 
Employment Equity, Skills Development, and Diversity Management & Inclusion a...
Employment Equity, Skills Development, and Diversity Management & Inclusion a...Employment Equity, Skills Development, and Diversity Management & Inclusion a...
Employment Equity, Skills Development, and Diversity Management & Inclusion a...Sam Tsima
 
Diversity, Inclusion and Innovation Strategic Leadership Assessment Tool
Diversity, Inclusion and Innovation Strategic Leadership Assessment ToolDiversity, Inclusion and Innovation Strategic Leadership Assessment Tool
Diversity, Inclusion and Innovation Strategic Leadership Assessment ToolKevin Carter
 

Viewers also liked (20)

Sponsorship Secrets: What Every Event Organizer Needs to Know with Mike Ponti...
Sponsorship Secrets: What Every Event Organizer Needs to Know with Mike Ponti...Sponsorship Secrets: What Every Event Organizer Needs to Know with Mike Ponti...
Sponsorship Secrets: What Every Event Organizer Needs to Know with Mike Ponti...
 
Anna Perko & Ari Plaut - Turning Insights Into Action
Anna Perko & Ari Plaut - Turning Insights Into ActionAnna Perko & Ari Plaut - Turning Insights Into Action
Anna Perko & Ari Plaut - Turning Insights Into Action
 
OED network_general presentation
OED network_general presentationOED network_general presentation
OED network_general presentation
 
44 martin court
44 martin court44 martin court
44 martin court
 
IPSEC2014 - Surprise! You're Hosting an Event
IPSEC2014 - Surprise! You're Hosting an EventIPSEC2014 - Surprise! You're Hosting an Event
IPSEC2014 - Surprise! You're Hosting an Event
 
Focusing on Inclusion in STEM Leadership Roles
Focusing on Inclusion in STEM Leadership RolesFocusing on Inclusion in STEM Leadership Roles
Focusing on Inclusion in STEM Leadership Roles
 
Addressing diversity through branding and targeted outreach | Talent Connect ...
Addressing diversity through branding and targeted outreach | Talent Connect ...Addressing diversity through branding and targeted outreach | Talent Connect ...
Addressing diversity through branding and targeted outreach | Talent Connect ...
 
C3 Navega
C3 NavegaC3 Navega
C3 Navega
 
Como inscribirse al rut persona natural
Como inscribirse al rut persona naturalComo inscribirse al rut persona natural
Como inscribirse al rut persona natural
 
Mba internship guide 2013
Mba internship guide 2013Mba internship guide 2013
Mba internship guide 2013
 
TMA Technology HR Conference2013v
TMA Technology HR Conference2013vTMA Technology HR Conference2013v
TMA Technology HR Conference2013v
 
ODO E-Brochure
ODO E-BrochureODO E-Brochure
ODO E-Brochure
 
Playbook for hiring Technical Communicators
Playbook for hiring Technical CommunicatorsPlaybook for hiring Technical Communicators
Playbook for hiring Technical Communicators
 
A blue print for developing minority leaders in manufacturing
A blue print for developing minority leaders in manufacturingA blue print for developing minority leaders in manufacturing
A blue print for developing minority leaders in manufacturing
 
Exclusive Presentation — 2015 Strategic Diversity Measurement Survey Results
Exclusive Presentation — 2015 Strategic Diversity Measurement Survey ResultsExclusive Presentation — 2015 Strategic Diversity Measurement Survey Results
Exclusive Presentation — 2015 Strategic Diversity Measurement Survey Results
 
OFCCP Compliant Recruitment Solution
OFCCP Compliant Recruitment SolutionOFCCP Compliant Recruitment Solution
OFCCP Compliant Recruitment Solution
 
Strategic Plan MHC 740 MG01
Strategic Plan MHC 740 MG01Strategic Plan MHC 740 MG01
Strategic Plan MHC 740 MG01
 
9 Steps To Running Your Own TEDx
9 Steps To Running Your Own TEDx9 Steps To Running Your Own TEDx
9 Steps To Running Your Own TEDx
 
Employment Equity, Skills Development, and Diversity Management & Inclusion a...
Employment Equity, Skills Development, and Diversity Management & Inclusion a...Employment Equity, Skills Development, and Diversity Management & Inclusion a...
Employment Equity, Skills Development, and Diversity Management & Inclusion a...
 
Diversity, Inclusion and Innovation Strategic Leadership Assessment Tool
Diversity, Inclusion and Innovation Strategic Leadership Assessment ToolDiversity, Inclusion and Innovation Strategic Leadership Assessment Tool
Diversity, Inclusion and Innovation Strategic Leadership Assessment Tool
 

Recently uploaded

Content Marketing: How To Find The True Value Of Your Marketing Funnel
Content Marketing: How To Find The True Value Of Your Marketing FunnelContent Marketing: How To Find The True Value Of Your Marketing Funnel
Content Marketing: How To Find The True Value Of Your Marketing FunnelSearch Engine Journal
 
top marketing posters - Fresh Spar Technologies - Manojkumar C
top marketing posters - Fresh Spar Technologies - Manojkumar Ctop marketing posters - Fresh Spar Technologies - Manojkumar C
top marketing posters - Fresh Spar Technologies - Manojkumar CManojkumar C
 
Paul Russell Confidential Resume for Fahlo.pdf
Paul Russell Confidential Resume for Fahlo.pdfPaul Russell Confidential Resume for Fahlo.pdf
Paul Russell Confidential Resume for Fahlo.pdfpaul8402
 
Richard van der Velde, Technical Support Lead for Cookiebot @CMP – “Artificia...
Richard van der Velde, Technical Support Lead for Cookiebot @CMP – “Artificia...Richard van der Velde, Technical Support Lead for Cookiebot @CMP – “Artificia...
Richard van der Velde, Technical Support Lead for Cookiebot @CMP – “Artificia...Associazione Digital Days
 
Miss Immigrant USA Activity Pageant Program.pdf
Miss Immigrant USA Activity Pageant Program.pdfMiss Immigrant USA Activity Pageant Program.pdf
Miss Immigrant USA Activity Pageant Program.pdfMagdalena Kulisz
 
Exploring the Impact of Social Media Trends on Society.pdf
Exploring the Impact of Social Media Trends on Society.pdfExploring the Impact of Social Media Trends on Society.pdf
Exploring the Impact of Social Media Trends on Society.pdfolivalibereo
 
How To Become a Master In Search Engine Optimization (SEO)
How To Become a Master In Search Engine Optimization (SEO)How To Become a Master In Search Engine Optimization (SEO)
How To Become a Master In Search Engine Optimization (SEO)Blessings Ngalande
 
Agencia Marketing Branding Measurement Certification Google Ads Abril 2024
Agencia Marketing Branding Measurement Certification Google Ads Abril 2024Agencia Marketing Branding Measurement Certification Google Ads Abril 2024
Agencia Marketing Branding Measurement Certification Google Ads Abril 2024Marketing BRANDING
 
Francesco d’Angela, Service Designer di @HintoGroup- “Oltre la Frontiera Crea...
Francesco d’Angela, Service Designer di @HintoGroup- “Oltre la Frontiera Crea...Francesco d’Angela, Service Designer di @HintoGroup- “Oltre la Frontiera Crea...
Francesco d’Angela, Service Designer di @HintoGroup- “Oltre la Frontiera Crea...Associazione Digital Days
 
8 distribution in rural mkts.ppt Rural Marketing
8 distribution in rural mkts.ppt Rural Marketing8 distribution in rural mkts.ppt Rural Marketing
8 distribution in rural mkts.ppt Rural Marketingpshirsat
 
Digital Marketing Courses In Pune- school Of Internet Marketing
Digital Marketing Courses In Pune- school Of Internet MarketingDigital Marketing Courses In Pune- school Of Internet Marketing
Digital Marketing Courses In Pune- school Of Internet MarketingShauryaBadaya
 
History of JWT by The Knowledge Center.pdf
History of JWT by The Knowledge Center.pdfHistory of JWT by The Knowledge Center.pdf
History of JWT by The Knowledge Center.pdfwilliam charnock
 
A Comprehensive Guide to Technical SEO | Banyanbrain
A Comprehensive Guide to Technical SEO | BanyanbrainA Comprehensive Guide to Technical SEO | Banyanbrain
A Comprehensive Guide to Technical SEO | BanyanbrainBanyanbrain
 
15 Tactics to Scale Your Trade Show Marketing Strategy
15 Tactics to Scale Your Trade Show Marketing Strategy15 Tactics to Scale Your Trade Show Marketing Strategy
15 Tactics to Scale Your Trade Show Marketing StrategyBlue Atlas Marketing
 
SEO Forecasting by Nitin Manchanda at Berlin SEO & Content Club
SEO Forecasting by Nitin Manchanda at Berlin SEO & Content ClubSEO Forecasting by Nitin Manchanda at Berlin SEO & Content Club
SEO Forecasting by Nitin Manchanda at Berlin SEO & Content ClubNitin Manchanda
 
Creating a Successful Digital Marketing Campaign.pdf
Creating a Successful Digital Marketing Campaign.pdfCreating a Successful Digital Marketing Campaign.pdf
Creating a Successful Digital Marketing Campaign.pdfgopzzzin
 
Digital Marketing in 5G Era - Digital Transformation in 5G Age
Digital Marketing in 5G Era - Digital Transformation in 5G AgeDigital Marketing in 5G Era - Digital Transformation in 5G Age
Digital Marketing in 5G Era - Digital Transformation in 5G AgeDigiKarishma
 
Navigating Global Markets and Strategies for Success
Navigating Global Markets and Strategies for SuccessNavigating Global Markets and Strategies for Success
Navigating Global Markets and Strategies for SuccessElizabeth Moore
 
Best digital marketing e-book form bignners
Best digital marketing e-book form bignnersBest digital marketing e-book form bignners
Best digital marketing e-book form bignnersmuntasibkhan58
 
Agencia Marketing Branding Examen Fundamentals Digital Marketing Google Abril...
Agencia Marketing Branding Examen Fundamentals Digital Marketing Google Abril...Agencia Marketing Branding Examen Fundamentals Digital Marketing Google Abril...
Agencia Marketing Branding Examen Fundamentals Digital Marketing Google Abril...Marketing BRANDING
 

Recently uploaded (20)

Content Marketing: How To Find The True Value Of Your Marketing Funnel
Content Marketing: How To Find The True Value Of Your Marketing FunnelContent Marketing: How To Find The True Value Of Your Marketing Funnel
Content Marketing: How To Find The True Value Of Your Marketing Funnel
 
top marketing posters - Fresh Spar Technologies - Manojkumar C
top marketing posters - Fresh Spar Technologies - Manojkumar Ctop marketing posters - Fresh Spar Technologies - Manojkumar C
top marketing posters - Fresh Spar Technologies - Manojkumar C
 
Paul Russell Confidential Resume for Fahlo.pdf
Paul Russell Confidential Resume for Fahlo.pdfPaul Russell Confidential Resume for Fahlo.pdf
Paul Russell Confidential Resume for Fahlo.pdf
 
Richard van der Velde, Technical Support Lead for Cookiebot @CMP – “Artificia...
Richard van der Velde, Technical Support Lead for Cookiebot @CMP – “Artificia...Richard van der Velde, Technical Support Lead for Cookiebot @CMP – “Artificia...
Richard van der Velde, Technical Support Lead for Cookiebot @CMP – “Artificia...
 
Miss Immigrant USA Activity Pageant Program.pdf
Miss Immigrant USA Activity Pageant Program.pdfMiss Immigrant USA Activity Pageant Program.pdf
Miss Immigrant USA Activity Pageant Program.pdf
 
Exploring the Impact of Social Media Trends on Society.pdf
Exploring the Impact of Social Media Trends on Society.pdfExploring the Impact of Social Media Trends on Society.pdf
Exploring the Impact of Social Media Trends on Society.pdf
 
How To Become a Master In Search Engine Optimization (SEO)
How To Become a Master In Search Engine Optimization (SEO)How To Become a Master In Search Engine Optimization (SEO)
How To Become a Master In Search Engine Optimization (SEO)
 
Agencia Marketing Branding Measurement Certification Google Ads Abril 2024
Agencia Marketing Branding Measurement Certification Google Ads Abril 2024Agencia Marketing Branding Measurement Certification Google Ads Abril 2024
Agencia Marketing Branding Measurement Certification Google Ads Abril 2024
 
Francesco d’Angela, Service Designer di @HintoGroup- “Oltre la Frontiera Crea...
Francesco d’Angela, Service Designer di @HintoGroup- “Oltre la Frontiera Crea...Francesco d’Angela, Service Designer di @HintoGroup- “Oltre la Frontiera Crea...
Francesco d’Angela, Service Designer di @HintoGroup- “Oltre la Frontiera Crea...
 
8 distribution in rural mkts.ppt Rural Marketing
8 distribution in rural mkts.ppt Rural Marketing8 distribution in rural mkts.ppt Rural Marketing
8 distribution in rural mkts.ppt Rural Marketing
 
Digital Marketing Courses In Pune- school Of Internet Marketing
Digital Marketing Courses In Pune- school Of Internet MarketingDigital Marketing Courses In Pune- school Of Internet Marketing
Digital Marketing Courses In Pune- school Of Internet Marketing
 
History of JWT by The Knowledge Center.pdf
History of JWT by The Knowledge Center.pdfHistory of JWT by The Knowledge Center.pdf
History of JWT by The Knowledge Center.pdf
 
A Comprehensive Guide to Technical SEO | Banyanbrain
A Comprehensive Guide to Technical SEO | BanyanbrainA Comprehensive Guide to Technical SEO | Banyanbrain
A Comprehensive Guide to Technical SEO | Banyanbrain
 
15 Tactics to Scale Your Trade Show Marketing Strategy
15 Tactics to Scale Your Trade Show Marketing Strategy15 Tactics to Scale Your Trade Show Marketing Strategy
15 Tactics to Scale Your Trade Show Marketing Strategy
 
SEO Forecasting by Nitin Manchanda at Berlin SEO & Content Club
SEO Forecasting by Nitin Manchanda at Berlin SEO & Content ClubSEO Forecasting by Nitin Manchanda at Berlin SEO & Content Club
SEO Forecasting by Nitin Manchanda at Berlin SEO & Content Club
 
Creating a Successful Digital Marketing Campaign.pdf
Creating a Successful Digital Marketing Campaign.pdfCreating a Successful Digital Marketing Campaign.pdf
Creating a Successful Digital Marketing Campaign.pdf
 
Digital Marketing in 5G Era - Digital Transformation in 5G Age
Digital Marketing in 5G Era - Digital Transformation in 5G AgeDigital Marketing in 5G Era - Digital Transformation in 5G Age
Digital Marketing in 5G Era - Digital Transformation in 5G Age
 
Navigating Global Markets and Strategies for Success
Navigating Global Markets and Strategies for SuccessNavigating Global Markets and Strategies for Success
Navigating Global Markets and Strategies for Success
 
Best digital marketing e-book form bignners
Best digital marketing e-book form bignnersBest digital marketing e-book form bignners
Best digital marketing e-book form bignners
 
Agencia Marketing Branding Examen Fundamentals Digital Marketing Google Abril...
Agencia Marketing Branding Examen Fundamentals Digital Marketing Google Abril...Agencia Marketing Branding Examen Fundamentals Digital Marketing Google Abril...
Agencia Marketing Branding Examen Fundamentals Digital Marketing Google Abril...
 

#50Tips to Hosting Badass Events by Karen Hartline, Reinventing Events #INBOUND15

Editor's Notes

  1. --Former life I was the director of events at Mashable, worked at Porter Novelli PR agency, Blurb, Intervarsity, before starting my own company
  2. --I’ll hang out after to take questions! --I’ll email the presentation out if you leave your business card --I hope you learn at least 1 new thing. If you don’t, I’ll buy you a drink!
  3. Let’s start at the beginning---
  4. End result—work backwards! What will make the event a complete failure? Avoid that
  5. Not just last minute things, but also things like CC fees or printing Contingency!
  6. Facebook event page Private social network Mobile app
  7. 2011—started with speed networking and a bar People sat together at dinner and for the next few days
  8. Build the ticket fees INTO the ticket cost so it’s not an additional line item. Better attendee experience to pay one price, not a price PLUS fees
  9. Use custom questions to define topics for speakers Gauge attendee expectation Upcoming client, we’re asking the question “What are you excited about at the event” and we’re using those responses for marketing as well as integrating into the design of the event—quotes throughout
  10. Hit the road! Instead of hosting 1 BIG event and expecting everyone to come to you, do smaller events and go to them May not be less expensive than a big show
  11. Great opportunity for local communities to meet Mashable Also brought the local communities together. Austin told us our event was the first to bring all of the tech/social communities together.
  12. Twilio made a big partnership announcement with Google. The idea of the tour was to show how people can use cloud-based services to run customer service for their company. Each participant got a Google Chromebook. We reused the stage setup in each city.
  13. Road shows can be FUN! Book tour/karaoke road show—team of 6—5 on the road, and one as ground control! locally organized within the communities 13 cities in 2.5 weeks
  14. There were actually people who came out in each city to rock with us!
  15. Client wanted to do a summer event with a “Camp” theme, but wasn’t sure about timing as families vacation. We found a location that ran a kids program and fit with the camp theme and suggested making it a family vacation trip instead. local attendee—cowork at the conference
  16. Wooden name badges Attendee quotes throughout the venue Recreated the client’s kitchen at their event—picnic tables, snack containers with M&Ms, goldfish, and a grab-and-go beverage fridge.
  17. Cuts down on missed items from event to event Easier to jump into planning, especially with short turn around. Master production template—plug in event date, BOOM—sets other dates automagically
  18. CEO came to us 2 weeks before conference as he was working on keynote presentation. Share stories—faces on banners—spotlights on each banner. Busted ass to create the WOW moment. Customers didn’t know their faces were on the banners.
  19. WOW factor at TwilioCon 2012
  20. Event specific twitter profiles go dark after the event and can lose followers due to inactivity. If you’re going to create profile—have a year-long strategy in place for it. Otherwise, hashtag it up.
  21. Speakers can make or break your event
  22. Attendees want to meet speakers. Set the expectation from the beginning—ask them to attend the event and SPEAK at a specific time.
  23. Attendees want to ask questions! Startup competition—18 judges Schedule had 90 open minutes. Pitched an idea that I’d wanted to do for a long time. Invited all judges to be on an ‘ask the expert’ panel. 13 said yes
  24. 90 minutes of Q&A conversation— Broke down the barrier of speaker/audience member—more of a conversation Judges asked each other questions Jermaine Dupri joined us too
  25. Don’t’ allow anyone on stage without knowing what they’ll be sharing 20min calls with speakers—first 10 w/ client, last 10 with my team for logistics Speakers thank us all the time for this!
  26. Think of a few questions to ask your speakers to use to create content for promo purposes. Also gets attendees to know the speakers better and tease about what they might talk about
  27. Panels don’t usually chat until backstage Organize and make sure they’re on same page Ask entire group what topics they would like to discuss Share what you’d like them to cover
  28. Wish list—divide into tiers Set a deadline for response Turned down or no response—ask next on list!
  29. WHY do you want them to speak? Suggest a topic
  30. Let guests mingle and meet others Easier for come and go vs. someone not coming at all because they can’t commit to dinner Invite speakers, top-level sponsors, people from your company, community supporters, future speakers, past speakers
  31. Make a first impression! We had employees stand outside and give high 5’s to attendees coming in
  32. We have a standard playlist we suggest to clients Or collect song suggestions from employees and make a playlist. Easy to do with online music services
  33. Connected to wifi—can disconnect or worse—BUFFER!
  34. This is YOUR event. Event staff are first point of contact for attendees. Why not have your company as those first touches?
  35. Strategize for the event Give them list of attendees/companies in advance—meetings Plan for space for them to have meetings—rooms or café tables Don’t let the sales team walk into the event without a plan. Make their plan part of YOUR plan. The more they know about the event, the easier it is for them to sell before the event too.
  36. New Relic—developers Badges were mini computers—wifi and NFC—tap badge, trade contact info, vote on sessions Wired even covered the geeky badges Mashable Connect at Walt Disney World-milk/cookies/ears room drop
  37. Give your attendees a better reason to stay a while— From producer standpoint, backpacks mean 1 person takes up space for 2
  38. Wouldn’t it be nice to have a 5-min chair massage to relieve some stress? How about holding a puppy or kitten?
  39. We worked with Collision on their Vegas event and their sponsor Wemo had a setup where you could ‘play’ with the puppies via their hardware switches. The puppies were up for adoption and all went to new homes! Went to an event this summer, YxYY, where someone hosted a Kitten Café. I’m allergic and I held a kitten…
  40. We suggest planning on 2.5-3 devices per person Wifi is pricey—budget high Don’t depend on ‘free wifi’. It will bog down. If speakers need wifi, definitely go with hard wires at the stage if you can afford it.
  41. Charging stations…standalone, tables, in furniture, as giveaways Great sponsorship opportunity…which leads us into SPONSORS
  42. Pet peeve Sponsors want contacts, yes—but be strategic What are their goals? Who do they want to meet? Share list of companies/titles—no names/contact info. Let them pick specific people you’ll send an email to on their behalf before the event. Send special invite to join a table for lunch for a conversation. Be a connector for sponsors.
  43. Think about fun things that sponsors can do to engage with attendees CMX Summit—an event for community professionals—had a sponsor who wanted to do something fun. Yearbook photo booth—props, created Yearbook—mailed to attendees
  44. Sponsors want stage time. Highly suggest not offering sponsors presentation time. Introduce speakers—they get to schmooze with speaker backstage, 2 min to introduce themselves & why they’re at the event (sales pitch for you!), then intro speaker Scripted and approved!
  45. Give sponsors option to include APPROVED item in swag bag Give suggestions for cool swag on price point.
  46. Attendees want to meet like-minded people and talk shop. List table topics or interests so people can sit together and chat. Can be business related ( B2B, B2C) or fun (I binge on Netflix)
  47. Very important to offer multiple food options to ensure everyone is comfortable and well-fed throughout the event. As of 2012, ADA covers food related allergies and gluten related diseases Vegetarian—normal Vegan, glutton free, kosher, Ask for food restrictions on registration or list contact to send requests to on FAQ page Also LABEL FOOD accordingly Stay away from nuts in food, if possible
  48. Default is boxed lunch, but a goal of the event was to have a community feel. We deconstructed the box lunch and put items into boxes—for 6 people. Grab a box and grab some people—eat away! For another client who had a fall event—we hosted a make your won Potato Bar with chili—could do soup and/or potato
  49. Water is much better than soda—and less expensive! No sugar crash Add cucumber, strawberry, mint, lemon, to make it fancy
  50. Fruit, yogurt parfaits, crudité, trail mix, granola bars, smoothies, greenies, popcorn Try to avoid sugary snacks so you don’t have attendees sugar crash!
  51. Schedule time during the event—add a meeting request to your calendar, set an alarm, add it to production schedule Take shifts so the entire team not only eats, but can take a break Don’t get HANGRY Plan meals for your vendors too—they greatly appreciate it! We hold meals for clients as well in case they don’t get to eat.
  52. People think the event is over when the last attendee leaves the venue, but there’s still work to do!
  53. Cards and Gifts for speakers Cards for venue/vendors—goes a long way when you have another event to do with them.
  54. Trust me—once the event is over, you’re going to want to sleep for 3 days, but there’s work to do! Have your survey ready to go!
  55. Have posts drafted for after the event—as much as you can. Make a plan for uploading content—videos, photos, etc. We ask photographers for 1-3 day turnaround (depending on when event is) Videos within a week—roll them out to get most important/keynotes first!
  56. Take notes during the event on venue, vendors, speakers, registration, flow—everything What worked, what didn’t work Review notes as you’re planning the next event
  57. If you know you’re doing the next event, plan ahead to secure venue/date so you can announce. If you don’t have venue/date, sell super early tickets with a full refund policy to get people onboard early.
  58. What are those things you tend to need onsite? Snack bars, breath mints, safety pins, zip ties, pain meds, clipboards and energy strips Ours now includes a bullhorn as we had a fire alarm go off at a 1,000 person event and needed to address the crowd outside.
  59. Event planning listed as one of top 5 most stressful jobs by Careercast Have a plan for stressful times—we use “Starbucks run” to let others know we’re at our limit and need a break or we can send someone on a Starbucks run if we think they need to take a break. No arguing or questioning—everyone covers needs.
  60. This is our secret weapon—the only way we keep all details straight. Boomerang emails back if no response Schedule to send at a later time in Gmail…I don’t allow my team to reply to emails after hours or on weekends because I truly believe in (NEXT SLIDE)
  61. Go offline and take care of themselves. We have to in order to be ready for the stressful work we do. We set the expectation that we’ll reply within 24 business hours—relieves stress of replying to emails at night or on weekends
  62. This next slide is the point that really drives everything we do at Reinventing Events…
  63. Attendee is spending money AND time. What do they want to walk away with?
  64. If anyone didn’t learn at least 1 new thing, let me know…drink’s on me!