The BusyEvent Blog

• Heading home after 3 successful days in Dallas. Looking forward to afternoon meetings and then, it's LA for a week! #eventprofs #

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• Changing the Equation for Organizers and Attendees – http://j.mp/cqhdWk <-> #mpi #iaee #cemaonline #eventprofs #tradeshow #
• Good Read RT @emiliebarta: Many thanks to @D_Elms for . . . writing an article about me (why pro speaker?) http://bit.ly/9FbUjz #eventprofs #

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• The Startup Success podcast w/ CEO David Schenberg – @BeLinker new features, enhancements and 'client wins': http://j.mp/cE6eHa #eventprofs #
• Changing the Equation for Organizers and Attendees – http://j.mp/cqhdWk <-> #mpi #iaee #cemaonline #eventprofs #tradeshow #

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• I liked a YouTube video — Events Asia 2010 – Flying Lanterns – 1 http://youtu.be/UAfu99jcO9c?a #

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We’ve always admired people that follow their convictions – and sometimes their families – to far flung places in support of the bigger picture.  Especially when those people are smart, open-minded and excited to share their knowledge and contribute to the larger discussion.

Samuel J. Smith is one of those people and it’s why his is one of the blogs we look to for insights and inspiration.   And, the good news is he’s baaaaack from Switzerland, having recently moved to Minneapolis, so something as simple as a phone call doesn’t involve time-zone coordination.

Through his blog and participation in the twice weekly #eventprofs Twitter chat, Sam’s is one of the voices asking the pertinent questions, challenging event professionals to be better, think smarter and focus on value, ROI and universal usefulness.

Because he doesn’t get caught up in the “shiny object” syndrome (or as Warwick Davies puts it, “adopting what’s cool without creating a business case for it“), Sam’s Interactive Meeting Technology blog is a collection of some of the most insightful original thinking about the use of technology to create dialogue with delegates.

And that core capability of BeLinker is what Sam writes about in his latest blog post, Is Your Mingle Stick Poken Attendees in the BeLinker?

Without getting lost in how to use Twitter at your conference, or coming up with a list of conference ideas for business, Sam leverages his broad knowledge of the events industry, attendee trends and the way proprietary devices can be used at events to enhance simple, but meaningful, sponsorship revenue and business driving, goals.

It’s clear that event producers want tools that:

1. accomplish real business goals
2. are easy and fun to use and
3. have a bit of ‘cool factor’ too.

We’re also looking forward to the evolution of BusyEvent in an environment where people like Sam, Warwick and so many other event professionals are working on the real issues at the heart of the events industry.

Changing the Tradeshow Industry with a New Breed of Apps #eventprofs #iaee

IAEE – the International Association of Exhibitions and Events – published a very intriguing article about the Changing Tradeshow Industry and a new breed of event applications.  As you may know, Expo! Expo! is coming up early December, so the timing for discussions about how the tradeshow and events industry is being improved is perfect.

In addition to a variety of tools that are ‘web only’, BusyEvent’s Event Bookmarking System and the use of beLinkers is broadly highlighted.

Enjoy!

• Changing the Tradeshow Industry with a New Breed of Apps (PDF)
• IAEE Exhibitions and Events Magazine for Expo! Expo!

Can You Afford To Do It The Old Fashioned Way? #eventprofs #assnchat

Part 2 of 2:  Taking good ideas into the future

In Part 1 of this series (Better, Cheaper, Faster and Greener . . . You Want ‘Em All?) we provided an overview of some events technologies and how they are being used to cut costs and run a more sustainable meeting or event.  Part 2 brings together additional ideas for how modernizing an event and taking advantage of some new trends will actually continue to lower the cost of running a successful event.

Some say we’re starting to claw our way out of this current recession. But we all know things will never be the same again.  Much of the cost-cutting measures we’ve endured will remain in effect for years to come.  Splurging for better food, entertainment or production will likely return as the belt loosens up.  However, the need for efficiency, connectivity and better data coming out of an event is here to stay.  The realization that an event can run more efficiently and for less money isn’t something a CFO soon forgets.

For example, think about the trends in social networking.  Did you realize part of what is driving technologies like Twitter, LinkedIn and Facebook is the public’s demand for connectivity?  More people are looking for a new or better job. Sales professionals are clamoring for their next leads.  The general public wants to connect on a personal or professional level.  Over the past several months, we have come to rely on social networking to fill the void that was otherwise fulfilled through more traditional means. As a result, we are now seeing new technologies to help people connect before, during and after a tradeshow or event.

The Old Way
Used to be, there were a specific list of events you attended each year.  You’d sign up and show up. Maybe look at the event website and do a little planning, but for the most part, you knew what you were going to do: Attend some sessions, walk the show floor, meet colleagues and renew the learning and motivation that comes from a good event.

1. You show up at the event,
2. collect your badge, bag and show materials.
3. Then proceed to fill your bag and fill your mind with information.
4. When the event ends, you sift your bag and decide what will make it home.
5. Back at the office you have fallen behind so you dive back into work with another pile on your desk as a memory of the event.
6. There are follow-up emails, mailers, phone calls and some of the information remains useful, but much of it fades within a few weeks.

A brief look at the dollars spent to create a temporary immersion is a bit troubling if the average experience looks like this.  You or your company spent money for you to go, vendors spent money to get your attention and the event producer spent lots of money and labor to arrange the event.

The New Way
It is no longer assumed that you will simply attend the events you’ve always gone to.  Attendance is down because people have to be more selective with their shrinking budgets. So how does one choose which shows to attend?

Much of the benefit is now available well ahead of the event.

• Through better event websites, people can browse the event contents.
• Social networking is embedded into the pre-event communications so attendees can easily see who in their LinkedIn or Facebook networks is going.
• Speakers have fan pages, bios, blogs and online materials to review.
• Vendors are scheduling booth appointments and launching full-scale marketing campaigns to pre-qualify the leads.

All of this pre-event activity ensures the dollars spent will turn into value for every participant. During the event, technology is being used so attendees can gather electronic materials to their personal web page.  Co-workers back at the office can see what is happening at the show since fewer are attending this year.  Twitter feeds, streaming video and even virtual events happen as simultaneous channels to the live event so there are more ways to interact.

We’re seeing that while attendance may be down, the quality of the attendee is way up.  A single exchange of information now has lasting impact for entire groups of people instead of a fading memory.

After the event, there is web-based content to keep the discussions going.  Electronic reporting ensures follow-ups are relevant and qualified.  Where all of the data and connectivity is new and exciting, what’s even more exciting?  These new methods cost less than the old way.  Trackable and electronic information is replacing traditional design, printing, shipping and drayage.  Other reductions in the expense of attendance tracking, lead management equipment and labor add up to tens of thousands of dollars a show must reduce to stay healty.

Making the transition
This is not an overnight evolution.  It starts with knowing your audience and listening to what they want.  Timing is critical because this is already happening.

Many organizations have made the first few steps to add some social networking components.  Rather than taking a reactionary approach to shrinking attendance and weakening sponsor/vendor support, reach out to those groups and open a discussion on how you are modernizing your event to create better value for everyone involved.

Select a partner that can help you maximize your existing resources and make the transition to a relevant and connected event that will survive and event thrive in ANY economy.

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Also, as a reminder, remember to vote for The BusyEvent Blog as the Best Educational Blog for the Events Professionals Award!

What Meeting & Event Professionals Can Learn From the Dead
#eventprofs #mpi

One of the most insightful event bloggers we’ve been reading lately is Keith Johnston from the Onsite Events blog.  He has a very unique view of how real world lessons can be applied to the events industry.

In keeping with our focus on the onsite event experience, Keith’s thoughts on creating value, evaluating ROI, creating experiences vs simply events, and a host of other thoughts are in line with the way we think at BusyEvent.  I’d recommend reading his stuff.

“. . . The Grateful Dead were probably the first of the truly “Viral Marketers” and are amazing “Event Planners”. You do not attend a concert, you become one with an experience.” <BUSYEVENT> And that’s exactly what the onsite experience can be.  Yesterday, I had an envigorating conversation with Ryan from BeEvents Design about how our two company’s can partner to help our clients create a goal-based memorable experience for each attendee, one that meets the defined goals of the event planner and how the “AWARD WINNING” (thanks CEMA) Event Bookmarking can be used to deliver, measure and impact those experiences, in real time.  Look for some great announcements to be made in the near future!

“The first lesson is to produce something magical, if you do, people will come back over and over . . . If you are producing the same conference, year after year, why should your attendees keep coming back?  You must always be fresh.” <BUSYEVENT> The importance of this can not be overstated.  As some of you may know, we were recently voted the best new technology during the CEMA Summit Technology Shoot Out.  And even though we have a very polished presentation, we erased the white board and started from scratch.  Given the feedback we received, it was the right approach.  We could have gotten on stage and delivered the canned and time tested pitch, as did some of our competitors, but our different approach helped us stand out and produced the desired results.  So the question to ask yourself is, “Am I using the tried and true because it’s always worked in the past?  Or, am I being creative and inventive and learning from the status quo”?

“Choose best of breed suppliers. This lets (you) concentrate on the (event) and not on the (event) details.” <BUSYEVENT> OK, on this one, I’m going to both agree and disagree.  By all means, choose the best supplier that 1) makes sense given your goals, 2) you can afford given your budget and 3) produces the desired results and that you can trust.  But, don’t get fooled by the “shiny key” syndrome.  You know, the thing that looks so cool that you get overwhelmed by its real value?  In many cases, more expensive is simply more expensive.  If you’re stuck between cost and value look around, I’ll guarantee that there’s a more cost-effective way to accomplish your goals.  And, if you’re having troubles, call us (888.788.4896) and we’ll introduce you to our trusted partners!

“Love your attendees and show them you appreciate them . . . the Dead have always embraced the fans and made them feel like they are part of something that is bigger than just a concert.” <BUSYEVENT> And to Keith’s point, doing this doesn’t even require a budget. In past blogs, we’ve discussed:

• How to Tap Into the Secret Conversation at Your Event
• What Your Exhibitors, Sponsors and Attendees are Thinking, Aren’t Telling You and Why You Should Care
• What Your Attendees Are Thinking And Why You Should Care

Based on our client’s experiences, it’s worth it and typically returns 3-4x the investment.

“Give it away and don’t care, it will only make people want more…you should give away all of your conference materials to anyone who wants them, even those who did not attend. It is good to reinforce the message for those that were there, and it makes those who were not there wish they were. Don’t be scared, try it, you will find that you are encouraging people to spread the word for you. You can’t buy that kind of publicity.” <BUSYEVENT> While in general, we agree (and I know of a whole group of #eventprofs, like Jeff Hurt, that agree), and I’m going to add one piece to this . . . give it away but do so ’smartly’.  If you’ve got something of value, get something in return.  We’ve come to the end of the stacks of brochures sitting at an exhibitor booth . . . it’s too expensive, it’s not green and it’s extraordinarily inefficient (can you tell which attendee read your printed brochure?).  Likely, we’ve also come to the end of the era of ’stacks of business cards with scribbled notes on the back’ and most certainly, it’s no longer efficient to email the speaker after the event for their presentation.  With the prevalence of all of these materials readily available via digital download – or even better, as part of an always-on personal profile – the ability to connect with people, products and ideas and do so in an organized fashion, in real-time, and the ability to participate in the conversation has never been greater.  Tools like the BusyEvent Event Bookmarking system can help you give it away, and even monetize it, if that’s your goal. 

“Embrace technology.  . . . I walked into the concert hall and was greeted with the option of paying $25.00 for a copy of that evenings performance . . . You can do the same . . . and have those copies of the conference materials ready to go when the event is over; people will pay for the convenience and think that you are a genius.” <BUSYEVENT> And, you can have it available online, as well.  Remember our blog post “From Trees, to Tradeshows to Trashcans . . . the life of a tradeshow brochure“? This is what we’ve been talking about.  Or, you could make your attendees suffer from this or like this. 

“Although I could keep going, the most important thing that meeting and event professionals can learn from the Dead is simple, be the best . . . be magical.” <BUSYEVENT> Right on Keith . . . Thanks for a GREAT blog post!”

#eventprofs #cema #mpi @cemaonline
Taking the Next Big Step at the CEMA Tech Shootout

What is all the ‘outplaced’ talent going to do?

While some have opted to look for another corporate job, more than a few have taken their entrepreneurial spirit and hung out their own shingle.

Which is exactly what the principals of event technology company BusyEvent did, in 2006.

After choosing to leave the comfort and protection of their executive positions with a prime government contractor, David J. Schenberg and Brian Slawin are building a company that helps meeting professionals cut the costs of their events in half using Event Bookmarking.

Now, even through the challenges of today’s economy, BusyEvent is focusing its marketing dollars on the most fierce competitive environment possible; the Tech Shootout at The CEMA (Corporate Event Marketing Associations’) 2009 Summit.

Get the inside story on what it’s like to continue building a company and the path today’s ‘new entrepreneurs’ might take, if they get that far.

Follow @CEMAOnline and then be sure to message or DM @BusyEvent on Twitter or contact us directly: info-at-busyevent-dot-com or 888.788.4896 x112.

Your Event Sold Out – Now What? #eventprofs #assnchat #mpi #tradeshows

As part 2 of an ongoing series of posts about the marketing, management and delivery of successful events, it’s no longer enough to simply sell-out your event, now it’s time to deliver.

Deliver what?  Well, if your answer is “a long list of unqualified leads”, then you’re not alone.

As we’ve all seen, exhibitors and sponsors are hyper-ROI focused and it has nothing to do with today’s economy . . . because they’ve never been interested in meeting their competitors, the trick-or-treaters or tire-kickers.  What they want is introductions to qualified leads so the real question is; Will an exhibitor or sponsor invest in your event if their only return is a ‘list of the list‘?

And, if the obvious answer is no, then what are you going to deliver?

Previously, we’ve shared the ‘how to’ for qualifying leads, the many tools available for lead management, the precarious position any event puts itself in if they balance their event bottom line on unqualified leads, how to utilize social media to have a great event, and we’ve learned a great deal from ‘lead masters’.

You already know to take advantage of social networking (but how?) and you’ll do your best to pre-plan meetings and of course, put your best efforts forward to get the right people in the right room with each other through a variety of matchmaking services.

Then, of course, you’re going to provide fishbowl’s (to be avoided?) and assist your exhibitors through careful floor management and layout with any qualification process they may have – to help them size up leads at the booth. Much of this advice has not changed for the past 10 years and frankly, much of the equipment hasn’t changed in those 10 years, either. The only real difference is that the (un)qualified list is gathered at a greater speed and more efficiently as long as you can deal with the long(er) list – but are they qualified leads and even if they are, are your exhibitors ready and equipped to follow them up?

What HAS changed over the past 10 years is how people research and purchase.  The Internet has done many things including bring about a wave of information and connectivity that increases each year.  People head to a show with a pretty good idea what they want to see and who they intend to meet.  They collect information before during and after the event. They use personal technology and mobile technology to track it all and they like to share it in real time with their colleagues that couldn’t attend the event.

What happens after an event is a steep drop off in attention span. Follow up must occur within a week and if your event is judged on the ’success’ each exhibitor has, what are you going to do to help them?

Instead of working the list, what if the list worked for your exhibitors?

Let’s say an exhibitor met 500 people in their booth and each of those 500 attendees had a web page that stored all of their ‘meetings’, their connections, gave them the ability to bookmark those things they found interesting, enabled them to interact with speakers, exhibitors and other attendees and all of that connective information was shared.  Then, after the event, your exhibitors could go to their event web site and see which 50 attendees downloaded their brochure, clicked through to the web site, passed the information to their colleagues and event reached out to further the relationship with your exhibitors . . . and you had the ability to measure and monetize all of that information.

You must be spinning with ideas by now so I’ll give you just one more:  What if you tagged all the products and services, speakers and sponsors and attendees so that anyone could express interest and connect with people, products and ideas – all in real time, all conveniently organized in a ‘Facebook for Events-like’ interface and all for free?

Are you making it easy for your attendees to access the information they need, and providing your exhibitors with the tools to measure that interest in their products?  And, are you monetizing that?

After the event everything seems to blend together in the mind of many attendee’s. Some shows more than others . . .but imagine the virtual shopping list of items in each attendees “bag.”  They may not remember the blandly named technology company that sells wireless HD video transmitters, but they will remember that they can easily access their ‘online bag’, reach out to learn more and then easily purchase the items they otherwise wouldn’t have recalled, if you help them.

So a list of people doesn’t necessarily turn into customers. Buyers with specific needs turn into customers and modern lead management should help those potential buyers have an experience that looks more like how they traditionally shop. It should take advantage of modern social networking.

And above all, it should be easy to use so that everyone will actually do it!

OK, so now that you’ve built your audience and the exhibitors and sponsors are accessing quality introductions to people, products and ideas . . . what’s next?

That’s what our next blog post will be all about: Your Event is Going On Right NOW . . . Now What?

Be sure to follow BusyEvent on Twitter or via our RSS Feed to know what we’re discussing next.