Why offsites are imperative

-->

Fun is good.
   - Dr. Seuss

It takes a certain type of person to love event marketing. You have to thrive on tight deadlines, chaos, ambiguity, and late nights. You have to have a family who can support your travel, your need to be connected at weird times and in weird places. You have to want to be a workaholic.

And it takes a certain type of company to invest in these kinds of people. I’m not talking about salaries or massages or even vacation time. I’m talking about offsites. And again, I don’t mean scavenger hunts or movies with the team. I mean real, meaningful time together with the team to talk, share, laugh, think, plan, and gear up for the future.

During my time as a manager of a team of 18, I made it a point to hold an offsite every quarter. Yes, it’s a day or two out of the office which is a huge challenge for most people. Yes, it cost $500 or so ($25/pp). But YES, it is worth it.

My formula for a successful offsite is simple:

• Spend a little money on an excellent facilitator; I hire two improv comedy instructors to lead us in creative thinking games and help get us through the day with levity and skill
• Plan problems that need to be solved
• Give groups time to solve the problems and present to the other groups   
•  Intersperse the right meaningful activities for some fun and to get everyone’s juices flowing

Feedback from these offsites has been tremendous! Not only do we get a few hours to get our heads out of email and thinking about the future, but we get to play. Remember the FISH! guys from Seattle? They totally had it right – making sure your team gets a chance to play together while actually solving real-life problems produces AMAZING results.

Try it sometime! And let me know if you need a GREAT facilitator. I know a couple. :-)

Top 5 event things I'm ready to see evolve

All evolution in thought and conduct must at first appear as heresy and misconduct.

 - George Bernard Shaw 

5) Registration websites: you know me, you know my company. Why do I have to fill out the same information again?

4) Registration lines: They are the first impression of a conference. Why are they so hard to get right? Why do I have to wait so long, only to get something I then have to go into a corner alone to read and figure out what to do next next?

3) Plates and cups and not enough places to put them: The conference grab-and-go breakfast; the evening reception with appetizers. Never enough high boys, and no event venue uses those AWESOME plate+cupholder things that I can take to a tailgate party! Come on people! I need a free hand to shake/eat/social media with!

2) QR codes: I tried to like them. Really, I did. But I'm convinced they are mostly useless.

1) Badges! I hate where they hang, I hate waiting in line to get them, I hate that they flip around and do not serve their purpose for identifying people 100% of the time!

What do you want to see evolve?

Why Social helps remote attendees

"Events are the original Social Media."
  - Liz Lathan

It's my mantra. :-) And on days like yesterday and today, I'm really living by it! South by Southwest 2012 (know as SXSW) is taking place in Austin, Texas, and my husband is attending live and in person. I, however, am home with our 4-year-old and our dogs who just had surgery. I'll get to join in the fun tomorrow, but in the meantime, I'm keeping up with the scene via Twitter, Facebook, Pinterest, and the various live blogs going on.

The social pipe from SXSW is insane. Every refresh of my social tool Hootsuite brings up like 400 new posts. Every picture I see of sessions has 80% of the attendees looking down at their digital device (presumably taking notes or posting about the speakers' thoughts).

Tips that I'm picking up from being a remote attendee this weekend are:

Ensure that your hashtags are available to remote folks. I can find the hashtags of the sessions I like on the sxsw.com website, so I can filter the feeds for the sessions I want to follow. Yesterday, I spent an hour following #sxswi #whedon to keep up with the Joss Whedon session I so desperately wanted to be at.

Enlist in live blogging or live tweeting help. Thanks to the good folks at Snarkmarket, I was able to watch live blogging of the aforementioned Joss Whedon session of the conference. The blogger was a guy from NPR who did a great job of paraphrasing the fireside chat, the audience questions, and Joss's responses. Pairing that with the Twitter feed made me feel like I was there! I was privy to the floor seating outside of the session because it was so packed. And I even was privy to the high five that Joss gave an attendee on his SuperBetter quest!

Have a Pinterest board. Here's one I'm not seeing yet from SXSW. I search for SXSW and I just get a few results. I heard that some brands were doing Pinterest boards, but I haven't found them yet. From the Tweet stream, I know Pinterest is the hot topic at SXSW, so now we have to go figure out how to make it work, how to make it work for events...and how to monetize it!

Check the stats. The social pipe from SXSW is insane. I can't keep up. But the SXSW organizers must be loving it! Make sure your company has a Social Media Listening Center - doesn't have to be as sophisticated as Dell's (http://twitpic.com/8t7804), but someone should monitor the feed, the statistics, and the tone of the conversations happening at and around your event.

More posts to come after I actually get my chance to BE at SXSW tomorrow!

Leaders of the future

If your actions inspire others to dream more, learn more, do more and become more, you are a leader.
  - John Quincy Adams 

I’m in a leadership class through the employee resource groups at my corporation and we’re studying a great book called “Leaders of the Future 2.” My team recently taught a chapter on leading through crisis and complexity. One of the sections talked about nonprofit leadership, another on Army leadership, and another on corporate leadership.

I was completely fascinated by the differences among the three, and the subsequent threads that can be woven through them. Army leadership (or armed forces, more accurately), promote their leaders 100% from within. They don’t put out job openings for commanders or generals. Therefore their entire culture is focused on teaching, training, mentoring, and teaching every person how to teach, train, and mentor. Amazing! I have seen very few organizations that have a good succession plan, even among the rank and file team members. I see groups that are shocked and totally unprepared when a team member finds a new role. The majority of corporations hire “important” roles from outside, believing that experience in a similar role in another company will bring wisdom far beyond anything learned within the walls of the company.  I don’t understand. I don’t disagree or dislike it because I’m sure one day I’ll be looking to leave and find a role based on that principle, but it got me thinking about my organization.

I confess that I don’t know how to mentor effectively. I can train. I can teach. But how do I mentor someone to take over my job? I honestly don’t know how I got my job myself, so how could I possibly mentor someone else to take it over? Are there training classes on how to be a good mentor? I should look into that...

One of the teachable moments about crisis for me was that corporate and nonprofits leaders spend their lives avoiding crisis, while the Army trains their leaders for a crisis, understanding that crisis are inevitable and you’re sure better know how to lead and manage through them if you want to survive.

Nonprofits also fascinate me, having worked at two of them and volunteered at many of them. Due to the unfortunate salary discrepancy, a lot of leaders in associations are very young, needing a lot of mentorship from their board of directors (many of whom are more experienced in their roles or have experience in corporations). Taking the lessons learned in the military and in corporations to the board of a nonprofit is a vital way to nurture nonprofit leadership.

From this, I took away the importance of fostering leaders, nurturing leaders, and mentoring leaders for the future. I was inspired to rejoin a nonprofit board I left about five years ago. I was inspired to seek out a mentor of my own and try to feel my way through this mentorship idea. My next challenge: learning how to take someone that I want to mentor and convince them that they need mentoring… where’s the book on that?

The zombie apocalypse and my skills

You're a great friend but if the zombies chase us, I'm tripping you.

  - Anonymous

So I’m reading this book about the zombie apocalypse (I know, completely silly… it’s called World War Z – TOTALLY recommend it), and it’s presented as a historical account of the zombie war. One chapter talks about the skills of the population in the face of this unique society-rebuilding challenge. It calls out the service providers versus the workers, and gives a fictitious example of a maid having to be the manager of her former employer because the maid has actual useful skills, as opposed to the former employer who was something like a marketing executive in a corporation.

The topic really piqued my interest as I’ve been thinking lately about how I really don’t produce anything anymore. I manage people and I manage projects, and I write words electronically, but I don’t MAKE anything. What useful skills do I have that would transfer into a post-apocalyptic world? I could maybe cook something. Or lightly mend the mildly wounded. Or nail some boards together, if asked. I learned to make a pillow in my 8^th grade Home Economics class.

Zombies, aside, what skill could I learn that would make me useful outside of the corporate and computerized world?

Mining your networks for a cause

The way of the world is meeting people through other people.

  - Robert Kerrigan

Social media buzz – loads of fun, keeping up with friends, updating your resume, posting pics of the kids. But where’s the value? I have a real-life case study of the value of my LinkedIn network. I hosted a Corporate Event Marketing Association event in Austin and, not knowing a whole lot of event marketers in the area, I began leveraging the network.

First, I posted about the event to my network, and asked them to share with their network.

Next I started using the search bar to locate networked friends of mine in Austin, Dallas, Houston, and San Antonio.

After that, I searched on the terms of interest like Events, Tradeshows, A/V, and other key terms.

LinkedIn doesn’t let you spam people you don’t know, nor does it let you put a URL in a message to people not in your network. But it does let you send an invitation to connect. Through LinkedIn, I was able to connect with more than 50 people who were not originally in my network to invite them to the event. And in the process, got 50 new connections in my world to share information with in the future!

I absolutely do not advocate spamming random people. But if your goal is to build real connections or a tight community of like-minded folks, using the network of your network you already have is priceless!

Thank you, American Airlines

The average American is nothing if not patriotic.
  - Herbert Croly

While sitting on an American Airlines flight on my way to a site visit to Vegas, I witnessed something that warmed my heart. Say what you will about the airlines, but I just saw a flight attendant gift a U.S. Army serviceman an upgrade to first class when there was a seat left. I absolutely love seeing things like that! Congratulations to American Airlines for considering our servicemen and women, and thank you to those who serve our country!

Why I love hotels.

I stayed in a really old hotel last night. They sent me a wake-up letter.
  - Steven Wright   

 

I love hotels. I have always loved hotels. I have wonderful memories of checking into a hotel with my parents, my dad handing me the ice bucket, and sending me on my mission: locate the ice machine and bring back a full bucket. I really don’t remember my parents ever using the ice, but it was a very important mission for me.

As an event marketer, I have the pleasure of really nice hotel rooms during site visits, and really bad lower-than-run-of-the-house rooms during the actual event or during regular travels. No matter the hotel, no matter the property level, there are a few things that I just love about hotels. Some may sound like pet peeves, but it’s these qualities and features that I find endearing about hotels!

Behold my photo essay. 

The Kleenex flower.

Why do I have a flower made of tissue on top of my tissue box? When I need a tissue, it’s usually because I sneezed or actually just need a tissue. With the tissue flower, I have to pull out the massive lump of tissue that is now unusable because someone else touched it and crumpled it together so I can’t easily get a single tissue from it. My favorite was the time when I removed the tissue flower only to discover a completely different color of tissue in the rest of the box. I was given a “previously owned” tissue flower! Ew!

The little shampoo and conditioner and lotion. 

Of course the lotion is only in the nicer of the hotels. More recently, hotels have begun renaming things from the mundane “Shampoo” and “Conditioner” to the more glamorous – and frankly confusing – “Hair Revitalizer” and “Hair Protectant”  or "Hair Mask." If you have to think for more than two seconds to determine if they are actually shampoo and conditioner, then it’s too complicated for the guests.

Free coffee. 

Why is the coffee free, but the water is $7?

The magnifying mirror. 

I love this thing. I do not actually own one at home, but when I go to a hotel, I look forward to checking out my giant pores and random eyebrow growths at ridiculously intensely magnified levels.

The wake-up call. 

Since I can never trust that the alarm clock is set, I really like this service. I especially love it when it’s a real person who tells you good morning and offers the weather for the day. I do not love it when it is 15 minutes late, which leads me now to always use my phone alarm clock as a 5-minute back-up to my wake-up call.

The phone in the toilet room. 

Has anyone ever used this phone? I don’t know, and that is exactly why I will never touch it. What kind of phone calls have they had on the toilet? Were really amazing business deals lost or won from this phone?

The TV in the bathroom. 

I don’t watch TV in the mornings when I’m getting dressed. Nor do I have a TV in my bathroom. This is exactly why I always use the TV in the bathroom in hotels that offer this feature.

The remote to the bedroom television.

The things this device has seen… oh lordy. Why don’t they put a protective cover on it? Much like the toilet phone, I cringe when I touch this remote. I believe I will add a plastic bag to my travel carrier to protect myself from this going forward. Brilliant.

Non-HDTV. 

And along the lines of this remote are the HD televisions in all the hotels without a single HD channel. So I get to watch my favorite Seinfeld episodes all squished and out of proportion. And why does it take so long for the channels to change? What’s up with that?

The stationary.

When was the last time you wrote an actual letter. When was the last time you wrote an actual letter on hotel stationary? I actually remember the last time I did this: I was 13 years old and in a city in Japan. I wrote a letter to myself about my trip using the hotel stationary. Now I check to make sure it’s in the drawer when I get to the hotel. It provides comfort.

The Gideon Bible. 

More important than the hotel stationary, this item must be in my nightstand drawer. If I am in a hotel that the Gideons have not visited, I go online and report it to the Gideons immediately. I’m not kidding.

What are you favorite things about hotels?

Conference justification letters

The most important persuasion tool you have in your entire arsenal is integrity. 

  - Zig Ziglar

I’m seeing a lot of conference justification letters around the internet these days. I like the concept: provide a ready-made letter for managers to understand the benefits of sending their employee to a conference. But the execution of a lot of these letters is cheesy and pure marketing language.

I have also seen some really awesome ones, though they border on something a little too formal for an employee to hand to their boss.

When preparing a form letter for your attendees to use, consider the audience. This isn’t a brochure. This is a real, active letter of persuasion and value proposition for a manager or finance team to evaluate whether the money should be invested in sending a person to this engagement. It feels incredibly silly to type this, but consider what you would need to convince your management to go to an event. I found one industry conference justification letter that pointed out the evening events, the bands that were playing, and the opening pool party and reception. Really? Not helpful.

Be brief, but impactful. Don’t talk about the parties and don’t over-talk about the networking. Networking is a key reason anyone goes to an industry conference, but education, uncovering opportunities for sales or new vendors, and bringing back knowledge and perspectives to coworkers.

If you’re going to build a conference justification letter, be sure you also send out conference notes and key take-aways to your attendees so they can show the true value of the content they just experienced.

The complexities of your event mobile app

Please all, and you will please none.
   - Aesop

What do we want out of a mobile app for our event? 

• Feedback (surveys)
• Engagement with content or people (QR codes, connections, check-ins)
• Maps of venues
• Agendas, especially if they are personalized
• Notifications from partners or updates to agendas
• Partner content
• To work on iPhone, Android and Win 7 phones

And then there's all the random stuff we might want to add: games, rewards, etc.

I haven't found any off-the-shelf solutions to meet all of these needs, but have worked with some custom design companies to get us what we want. With mixed results.

My recommendation is: Choose your vendor well.

Vet their personality as a company - are they willing to work insane hours to meet your goals? Are they willing to partner with you to allow your event to shine? Are they willing to be onsite to help if anything goes wrong? Do they intend to work with you again, and will they support you throughout the build and implementation process to ensure you want to work with them? Have they ever gotten apps approved through the four majors marketplaces (iPhone, Android, Windows, Blackberry)? How many have they done? Can they code in such a way that even after the app is approved and in the marketplaces, a few tweaks can still be made?

Be careful as you get into mobile app development for your events to determine why you are doing and what you hope to gain. Apps are awesome and they are fun and they are cool, but usage rates are still relatively low for the majority of event participants. Some have corporate phones that prevent them downloading apps. Some are on Blackberry and can't get any cool features. Some prefer paper. Some just prefer to save their battery for more important things.

To do an app right, you need to have amazing content. If your intent is to meet the minimum requirements of app-coolness, pick an agency that will load in your agenda for you. If you actually plan to have loads of cool info in the app, ensure that you have the internal resources to gather, edit, and manage the inclusion of the killer content.

Have a plan for the future. The first thing I do after an event is usually remove the app from my phone. That's 3MB-6MB my phone doesn't need on it! So if you expect me to keep your app on my phone, tell me why and then make sure it's something I want to keep. Just about all the conferences I've been to in the last 2 years have changed app vendors year over year, making me download the new app anyway.

Perhaps there are other methods you could pursue - like leveraging LinkedIn or Facebook. Or perhaps going with an event social network like a Vivastream or  SocialGo.

So when it comes to signing up for an event mobile app: think before you ink! :-)