Designing Events Blog

Sponsorship and Exhibit Sales Boost the Bottom Line

Wed, 02 Sep 2009 15:05:00 GMT

Revenue from conference sponsorship and exhibit sales improves the bottom line. Securing the right key contributors is vital to sustainable profitability. Designing Events takes the time to learn your organization’s unique value proposition and designs smart strategies to identify and reel in your ideal customers.

Learn more about: Key Contributors

Turn to Designing Events
Companies turn to Designing Events when they want more from their corporate conferences.

-- More Results
-- More Value
-- More Sustainably

Get More From Your Next Client Conference

Tue, 28 Jul 2009 15:05:00 GMT

Turn to Designing Events

Companies turn to Designing Events when they want more from their corporate conferences.

-- More Results
-- More Value
-- More Sustainably

The Value Leader

Designing Events ensures the investment in your conference generates outstanding results. That's why companies around the world trust us to deliver conferences that are built on strong strategic foundations. We deliver!

-- Strategy-First Approach
-- Complete Budget & Logistics
-- Awareness and Engagement
-- Program and Production
-- Sponsorships and Exhibitors
-- Information and Reporting Systems

Learn More Now!

Building Successful Corporate Conferences in Challenging Times!

Wed, 15 Jul 2009 15:05:00 GMT

More Value. More Strategy. More Results.

Business leaders trust Designing Events to deliver high performance customer conferences that defy the economy. We deliver!

-- Strategy-First Approach
-- Advance Your Company's Goals
-- Enjoy Success for Less!

We are the value leader among corporate conference managers. To find out more, call toll free 866-867-1933 or Click Now.

Free Conference Strategy Evaluation -- Act Now!

Receive a complimentary conference strategy evaluation from an experienced analyst. The evaluation includes time and location, program, production, marketing, budget and much more.

User Conferences That Don’t Fall Short

Thu, 25 Jun 2009 15:16:00 GMT

More Value. More Strategy. More Results.

Designing Events ensures every dollar you invest in your conference is spent wisely. That's why corporations around the world trust us to deliver Client Meetings and User Conferences that are built on strong strategic foundations.

To find out more about what a winning design can do for your organization and your bottom line, call toll free 866-867-1933 or Click Now.

New Corporate Conference Website

We've dedicated an entire section of our new website to our Corporate division. Learn more about our wide array of services -- Visit Now!

Hosting your Meeting/Conference on a Cruise Ship

Fri, 15 May 2009 21:54:00 GMT

Cruise lines have begun to build and release ships that are more geared toward meetings and conferences - making cruise ships more attractive to meeting and conference planners. These new ships are equipped with more meeting space, a greater variety of services, and in some cases onboard conference and meeting services managers. In addition to meeting space being a consideration on new ships, older ships are also being renovated to accommodate larger conferences and meetings.

Hosting a meeting or conference on a cruise ship is different and exciting – for the right group, it will surely draw attendees. Cruise ships bring other perks too - they are all-inclusive and the ships thrive on successfully being able to serve a large number of people. Cruise lines are also claiming that their rates have remained more stable while hotel rates are ever-increasing. But there are many things to consider determining if this will work for you and your group.

Location - Cruises only leave out of certain ports in the US as well as internationally, you still have to consider travel to these locations.

Demographics - Carefully consider the demographics of your attendees. What activities on the ship will interest your group most? Will they be bringing their families along? Are there activities for younger children? Is there a specific cruise line or destination(s) that would cater better to your demographics?

Space - While there may be space for all of your attendees in the general session, be very careful to make sure the ship can accommodate your breakout space and/or exhibit space. If you have a very large group, you may even be able to charter the ship and have a complete take over. This will give you a lot of flexibility in personalizing your event. Keep in mind that there is more to consider than the sleeping rooms, the meeting space must be able to accommodate a complete take over as well. As a rule, if your attendance will equal to more than 50% of the passenger population, you will most likely have to charter the ship or go with a bigger one.

Time of Year - The cruise industry has definite high and low periods. If you book at a slower time, the cruise line may be more willing to offer concessions, take advantage of it!

Time Away - Some planners and attendees are concerned with time off and business calendars when it comes to being isolated on a ship for 5, 7 or even 10 days. To help with this, many cruise lines have modified their schedules to offer shorter cruises. You could also hold a portion of the meeting or conference, maybe with exhibitors, at a hotel near the port and then after a day or two those who will attend the rest of the conference/meeting will depart on the cruise.

Planning - Ideally, you will need to book a meeting or conference on a cruise at least a year and a half in advance. You will also need to come to the conference completely prepared for any situation. If you are in a ship out in the ocean, you won’t be able to run over to Kinko’s to make extra copies. Bring extras of everything. Also consider bringing your own AV equipment.

Want to learn more about Designing Events? Get connected.

Marketing Your Conference or Meeting Through E-mail

Sat, 25 Apr 2009 10:21:00 GMT

E-mail can be one of the most effective marketing tools to take your event to the next level - when used correctly. E-mail marketing is cost effective and gives you have the ability to send out timely information quickly and often.

Here are some tips to use e-mail marketing more effectively for your next corporate conference or meeting.

Content. Content. Content. – Reinforce your message by repeating key points in your e-mails, but also add fresh content. For example, you may want to include a section about conference or meeting highlights or why someone should attend in every e-mail and also include a section focusing on a different speaker or topic that will be presented.

Who are you sending to? – Be sure you review list regularly and find ways to increase the numbers you send to. If you have a conference or meeting website, have a way for people to sign up for more information. You may also be able to purchase an e-mail list from another organization. This is a great way to introduce your conference or meeting to new people.

Plain Text vs. HTML – Today’s spam filters are increasingly filtering out non-spam e-mails. To get around this, send both html and plan text e-mails to help ensure more of your recipients will actually receive your e-mails.

Is it working? – You will never know if your e-mail campaign is working if you don’t track and pay attention to the statistics. You will want to keep an eye on how many readers open the e-mails and which links are clicked on the most. You may be surprised at which e-mail topics are most popular and you can add more about these in the future e-mails.

Also keep an eye on the e-mail addresses that bounce back. If an e-mail bounces back more than three times, you should remove it from your list. This will ensure that your list stays clean and you are not penalized by some of the larger e-mail services.

Want to learn more about Designing Events? Get connected.

Planning Checklist for a Green Conference or Meeting

Thu, 16 Apr 2009 15:44:00 GMT

There are very simple changes you can make when planning your meeting to make it more environmentally friendly. If everyone made just a few of the changes listed below, we could make a huge impact! Going green is not just a passing fad, we believe it will soon be a staple for all meeting planners, so start now!

Site Selection

Inquire about existing green programs
If a program does not exist, at the property you chose, create your own

Reuse and Recycle

Many locations already have recycling programs in place, make it easy
for attendees to participate
Reuse any on-site items that you can, such as name badge holders
and lanyards

Save Some Trees

Use other methods besides printed materials to market your conference and on-site.

Have a comprehensive conference website
Offer all promotional prices as downloads on your website
Use electronic materials on-site
Print any materials on recycled paper

Food and Beverage

This is an area when your green conference can have a lot of impact.

Don't use disposable service ware, if possible
Have water coolers instead of bottled water
Minimize individualized servings of beverages and condiments

Want to learn more about Designing Events? Get connected.

Conference/Meeting Function Room Set-up Checklist

Thu, 26 Mar 2009 09:09:00 GMT

Function room set-up is an important consideration when planning a conference or meeting. Ensuring that the function rooms are properly set-up, can be changed easily if needed and are comfortable for attendees and planning for any "what ifs" can be a daunting task - especially for a large conference.

Below is a checklist to help make planning function room set-up at your conference or meeting more manageable.

Study the Physical Aspects, Including

Attendee Comfort
Environment that Matches Goals of Event
A/V Feasibility
Unobstructed Site Lines (columns, chandeliers, etc.)
Speaker Focus
Accommodations for People with Disabilities
Traffic Flow
Restroom Accessibility
External Noise
Food & Beverage Service (convenience)
Availability of Floor Plans with Dimensions

Focus on the Condition of the Room

Cleanliness
Furnishings
Ventilation
Lighting (on audience and on presenter)
Power Requirements
Acoustics
Accessibility
Obstructions
Soundproofing

Plan for Contingencies

Concurrent Groups
Change in Your Group's Size
Availability of Larger and Smaller Rooms (conditions, charges)
Facility Renovations
Weather Conditions (tent, canopies)
Feasibility of Temporary Structures

Consider Pre- and Post-Event Space Requirements

Additional Events
Office Space
Equipment and Supplies Storage Space
Other

Setup Configurations

Choose Configurations for Each Function
Sketch Set-ups on Scaled Diagrams and Provide Copies to Facility

Do a Pre-Function Check of

Lighting and Lighting Controls
Ventilation
Facilities
Equipment
Services
Staff, Crews
Cleanliness
Adequate Signage
Fire Exits

List Equipment Requirements, Including

Chairs (stack, swivel, upholstered, armchairs)
Tables
Half-rounds — 30- or 60-inch (76- or 152-centimeter)
Quarter-rounds
Rectangles — 6- and 8-foot (1.8- and 2.4-meter) long; 18- and 30-inch (46- and 76-centimeter) wide
Rounds — 60-, 66- and 72-inch (152-, 168- and 183-centimeter
Stage (permanent, temporary)
Guard Rails, Draperies, Carpeting
Lighting (regular, spotlights, controls)
Lectern
Podium

Platforms

6, 12, 16, 24 or 32 inches (15, 30, 41, 61 or 81 centimeters) high
4-by-8 foot (1.2-by-2.4 meter) or 6-by-8 foot (1.8-by-2.4 meter)
Ramp to Stage
Public Address System (mixer, operator)
A/V Equipment (see Chapter 31)
Electricity (AC-DC current, capacities, outlet locations)
Extension Cords
Blackboards, Bulletin Boards, Easels
Supplies (name cards, note pads, pencils, water pitchers, glasses, flags, signs, banners, wastebaskets, table coverings)

Inventory Facilities Equipment, Labor and Supplies

Supplement with Outside Suppliers, if Necessary
Determine all Charges
Inquire about Union Regulations

Equipment Services, Policies Checklist

Telephone Hook-Up
Data Ports
High-Speed Phone Lines
Sign Posting Policy
Staff Management Schedules
Beepers, Walkie-Talkies
Facility Personnel Responsibilities, Phone Extensions
Availability of Temporary Secretarial Service
In-house A/V Services
Rental availability of Office Equipment (computers, typewriters, furniture)

Accessibility

Contact Attendees with Special Needs
Arrange for Special Accommodations

Access to the Function Room

Elevator to Function Room Level (not a service elevator)
Ramp that Meets ADA Requirement

Seating in a function Room

36 to 42 inches (91 to 107 centimeters) of Table Space per Wheelchair
6-foot (1.8-meter) Wide Aisles, Minimum
Contact Special-Needs Attendees about Seating Preferences
Get Permission for Back-Row Placement
Place Signer in Sight Line of Screen and/or Speaker
Place Guide Dogs on an Aisle or in Place of Adjacent Chair

Access to the Stage

Provide Ramp with Railing to the Stage at Least 1 Foot (.3 meters) Long for Every 3 Inches (7.5 centimeters) in Height

Want to learn more about Designing Events? Get connected.

7 Tips for Creating an Effective Meeting or Conference Planning Timeline

Tue, 17 Mar 2009 04:12:00 GMT

No matter how big or small, a conference or meeting will not be successful without proper planning. One of the key components of planning is a conference or meeting is a timeline. Much more than a to do list, your timeline creates a roadmap for what needs to be accomplished, assigns tasks and ensures that everyone is on the same page.

Below are some tips to help you create an effective timeline for your next conference or meeting.

1. Starting On the Right Foot – Your timeline will constantly change, so you need to create it in a way that makes edits and manipulations easy. Excel is commonly used for creating timelines. Spend some time thinking this through so you set it up the way you want from the beginning.

If you have multiple conferences or meetings with multiple planners create a template that everyone can start from to avoid confusion when moving between conferences.

2. Deadlines – One of the most valuable parts of a timeline is managing deadlines. Some deadlines are hard deadlines and can’t be moved, while others are more flexible. Find a way to note the hard deadlines in your timeline – perhaps by making them a different color.

Once you have all of your deadlines in the timeline, sort by deadline so you can get a clear picture of your work load. If you have 10 deadlines in one week, you may want to adjust some of the soft deadlines so you are not overwhelmed later.

3. Make It Comprehensive – You don’t want your timeline to be confusing, but the more information you include, the better. Besides just the task item and the due date, consider adding who is responsible for each task, task type and an area for notes.

4. Categorize – Assigning categories to each task will help you get a clearer picture of what needs to be done.

5. Update, Update – Update your timeline on a regular basis, with any changes and the dates that tasks are accomplished.

6. It’s Not Really Over – Your timeline shouldn’t end when your conference does. Be sure to include any post-conference tasks that need to be accomplished.

7. Use it as a Guide – if you manage the same conference or meeting from year to year, use last year’s timeline as a guide for creating the next one. If you have been consistent with updating your timeline and entering in competition dates, it will provide a great guide future planning.

Want to learn more about Designing Events? Get connected.

Making Your Conference or Meeting Green

Sun, 01 Mar 2009 23:28:00 GMT

Tips for hosting an environmentally friendly conference or meeting

You may have noticed that green is the new black - more people are becoming environmentally conscience and as a result, many companies are making efforts to be more green. This new trend of corporate responsibility has made its way to the meeting planning industry. There are some very simple changes that you can make when planning your conference that can have a positive impact on the environment and soon being green will become second nature.

Site Selection
Many hotels and conference centers have green programs in place. When you are selecting the location for your next conference, inquire about green programs that the potential sites have. During the conference or meeting, you can promote the programs or create your own.

At a recent conference that Designing Events managed, we found a unique way to reuse the travel sized toiletries provided by the hotel. Large boxes were set up around the conference to collect unused toiletries and after the conference they were donated to a local woman’s shelter.

Reuse and Recycle
Recycling is an obvious effort that should be made for a green meeting. Hopefully, the location of the conference or meeting already has a recycling program in place, which will make this an easy one.

Think of other items that you use on-site that can be reused – name badge holders and lanyards are two good examples. On the last day of the event, set out baskets with a note asking people to leave their name badge holders and lanyards so that they can be used again.

Save Some Trees
Postcards, brochures, direct mailings, registration books – promoting a conference or meeting is traditionally done through a large amount of printed materials, cutting back on these will save some trees and save on costs. But what about my marketing efforts you may say? The internet and e-mail marketing can play a large role in promoting your conference or meeting. An online marketing program is environmentally friendly, cost effective and timelier than printed materials. While some printed materials will always be needed, limit them whenever possible.

Website - Invest in a comprehensive conference or meeting website. The cost to include information on a website is minimal, so get rid of that 4-color registration book and put all of the information on your website. Send out a postcard instead and direct people to the website for all of the information they could ever need!

Electronic Materials – Instead of a large program book and print outs of speakers presentations, consider saving all of the materials on flash drives that can be distributed to attendees on site. You can also offer the materials for download on your website.

Print on Recycled Paper – When you do need to print materials, be sure they are printed on recycled paper. There are many options available for papers, as well as soy and vegetable based inks that are friendlier to the environment.

Downloads – Instead of mailing all of your printed materials, offer them as pdfs that can be downloaded from your website.

Food and Beverage
This is an area when your green conference or meeting can have a lot of impact.

No Throw Aways - Ensure that all china and service ware is not disposable – real plates and silverware send a better impression and is better for the environment.

Water, Water Everywhere – Have water coolers set up around the conference area instead of providing bottles of water. Consider including a water bottle with the conference or company logo on it as a giveaway to encourage people to reuse!

Individualized Servings – When possible, minimize individual servings of beverages and condiments. Those small bottles of ketchup are cute – but they lead to a lot of waste.

Together, We Can Make a Difference!

If everyone made just a few of the changes listed above, we could make a huge impact! Going green is not just a passing fad, we believe it will soon be a staple for all meeting planners, so start now!

Want to learn more about Designing Events? Get connected.

Conference and Meeting Food and Beverage Checklist

Tue, 17 Feb 2009 23:28:00 GMT

One of the largest costs in hosting a conference or meeting is the food and beverage. Food and beverage can also play a huge factor in an attendees experience and the overall success of your event. Below is a checklist to assist you with planning the food and beverage for your next conference.

Schedule for Each Function

Is function primarily business, social, hospitality?
Are musicians, entertainers, emcee, ushers needed?
Will timing conflict or overlap with other events at the facility?
Is time allowed for movement of attendees?
What is the expected attendance at each function?
Who will handle which responsibilities?

Records of Previous Functions

Projected Versus Actual Attendance
Number, Type of Functions
Menus, Including Special Dietary or Religious Restrictions
Number, Type of Drinks Served per Person at Meals
Number, Type of Drinks Served per Person at Receptions
Projected Versus Actual Budgets
Guarantee, Deposit Figures
Size and Setups of Rooms
Gratuities Policy
Room Service Patterns
Hotel Outlet Usage

Establish a Working Budget

Room Rental Fees
Food and Beverage Costs
Services/Labor Costs
Gratuities/Service Charges
Extra Tips
Entertainment Fees
Union Requirements
Maintenance
Taxes
Special Equipment
Souvenirs, Awards, Gifts
Decorations

Inquire About Special Services

Elevators/Escalators
Checkrooms
Transportation
Traffic Control
Garage, Valet Parking Service
Telephone, Message Service
Security

Inquire About Local Laws and Regulations

Union Regulations on Minimum Number of Waiters, Musicians, Bartenders
Overtime
Facility Setup Staff
Liquor Laws
Facility Policies on Outside Liquor Supplies
Lounge, Room-Service Hours and Regulations
Fire Codes

Negotiating Cost

Negotiate prices based on numbers of sleeping, meeting rooms,
exhibit space booked.
When negotiating food costs more than six months out,
agree on a percentage to pay above present prices.
Decide how you want to be charged: signed guarantee, number
of meal tickets collected, quantities consumed.
Set Cut-Off Date
Determine percentage above guarantees facility will supply,
and incremental price, if any, for latecomers.
Negotiate Beverages Prices
Determine minimum number of servers and bartenders for each
function, and charges for them.
Clarify the Basis for Federal, State and Local Tax Charges
Inquire About Any Other Surcharges: Ice, Corkage, Setups,
Minimum Labor Fees for Small Groups
Plan Menus Accordingly
Specify All Agreements in Contract

Contract for any Additional Services

Audio/Visual
Photographer, Videographer
Entertainment
Lighting
Florists
Security Guards
Decorator-Designer
Transportation
Media Coverage
Religious
Host, Hostess
Souvenir Supplier

Want to learn more about Designing Events? Get connected.

4 Ways to Help Conference and Meeting Attendees Find Their Way

Sun, 08 Feb 2009 13:28:00 GMT

Finding your way around a large resort, hotel or conference center can be hard enough - now throw in hundreds of conference or meeting attendees going to multiple workshops, keynote presentations and events all while other conferences are going on in the same location! An attendee that can’t find their way can quickly become frustrated – resulting in an unpleasant experience.

Here are 4 ways that you can help your conference or meeting attendees find their way. The result will be relaxed and comfortable guests that get where they need to be on time and in an organized manner.

1. Planning - Before the conference or meeting make sure to do a run through of the location and plan exactly where the signs should be placed to maximize the effectiveness. This will also help you with how many signs to order. Before the conference or meeting begins and after you have placed all of the signs, walk through the space to make sure that the signage placement makes sense.

2. Placement - Proper placement is crucial to effective signage. Especially if the conference or meeting is being held at a large venue there needs to be ample amounts of signs to direct visitors of exactly where to go. Begin with placing signs in the hotel lobby and by the check in desk and have arrows or a creative symbol that ties in with the theme of the conference or meeting to direct attendees where to go to register. If you are having workshops or breakout sessions, have a sign outside of each room.

3. Consistency - Have a conference or meeting look and theme that carries through all of the materials – your website, printed materials and onsite signage should all have the same look. By the time your attendees get to your conference or meeting, they should easily be able to identify your signage by the overall look.

4. Types - Depending on the type of conference or meeting you are planning there are various types of signs available. Below are some different types of signs that can be used to make navigating around the conference as straightforward as possible.

Reusable signs - If your conference or meeting is taking place at a number of locations throughout the year you can create signs that have plastic insert pockets to update for the different locations.

Disposable Signs - This type of sign is good for conferences or meetings that will only take place once and have a very specific look. There are many options available including various sizes and pockets for slip-in sheets.

Floor signs - Large stand alone floor signs are a great way to grab the attention of the guests. They could be used as a welcome sign or be placed outside of a conference room to inform the guests of what is taking place in that room.

Directional signs - Using a consistent logo from the theme of the conference or meeting could be a creative way to guide guests to various locations of the conference. The guest will associate the logo or image with the conference or meeting, and know that if they follow the image they will get to where they need to be.

Want to learn more about Designing Events? Get connected.

Technology Trends and Tips in the Meeting Planning Industry

Tue, 20 Jan 2009 08:38:00 GMT

1. Survey Your Audience. Taking a survey of your audience is a great way to get to know the demographics. Find out what they liked or didn’t like about the meeting, or what they thought was beneficial to them, etc. This will allow you as the meeting planner to make adjustments for future meetings and make them more tailored to what the audience is looking to get out of the meeting.

2. Text Messaging. The messaging can be used to produce on the spot polls from an audience. At a general session, a speaker can use text messaging instead of expensive audience response systems to get an idea of what their audience is thinking or how they are responding to a subject matter. Text messaging can also be helpful to inform guests of a sudden schedule change or if there are any weather emergencies that could have an effect on the meeting. Consider adding an option for cell phone number on the meeting registration from with a check box giving permission to receive conference updates via text messaging.

3. Incorporate Blogs. Using blogs is a great way for speakers and attendees to exchange information before the conference. They are also a tool to get content about your meeting out to the public and hopefully entice more people to attend.

4. Post Video Content. Posting video clips on sites such as YouTube.com, a video website, with content from previous meetings is a way for attendees to get an idea of what the meeting will be providing and will drum up interest for prospective attendees.

5. Social Networking. Social networking sites such as MySpace and Facebook are very popular in connecting attendees. This is a great tool to use for a younger demographic audience, and has a high impact rate. Social Networking tools will link people together in a group and then allow you to have a page describing and promoting the conference. It gives attendees the chance to network before the conference even occurs.

6. Email Marketing. Marketing through e-mail is a great way to reach a large number of people for a fraction of the costs. Having all documents related to the meeting available in PDF formats is both convenient and environmental friendly.

Want to learn more about Designing Events? Get connected.

Top 5 Tips for Creating an Effective Meeting or Conference Budget

Fri, 09 Jan 2009 08:38:00 GMT

The meeting or conference budget is an essential part of the event planning process and should be one of the first steps in planning an event. Without a well thought out budget your event may not live up to its full potential.

1. Break down budget into 2 categories. There are a number of aspects that go into the meeting or conference budget so it may be helpful to break your costs into two categories, expenses items and income items. This will help you have a clear understanding of just how much money you have to disperse among the various components of your meeting or conference. Below are some examples of income and expense items.

Income Items

Registration Fees
Guest Tour Fees
Sporting Event Fees (Golf Outings, Other)
Tickets (Banquet, Dinner, Other)
Exhibit Booth Sales
Sponsorships
Advertisement Sales
Interest earned

Expense Items

Staffing Costs (Salaries, Benefits, Travel, Housing, Meals, Phone)
Overhead (Rent, Office Supplies, Equipment
Legal Fees
Insurance
Site Selection Costs
Space/Facility Rental
Audio/Visual Services
Speakers (Honoraria, Travel, Meals, Other)
Food and beverage
Program Committee (Volunteer) Costs
Temporary Staffing
Gratuities
Design and Production of Print Material
Printing, Photocopying
Advertising Costs
Shipping
Equipment Rental (Computers, Copiers)
Phone
Bank Charges (Processing Credit Cards)
Postage
Registration Booths
Production

2. Keep it flexible. It is crucial to keep your conference budget flexible. There are almost always unforeseen costs that come up through the course of planning an event.

3. Pay attention to detail. There are a number of costs that go into planning a meeting or conference and keeping track of all the costs is important so there are no big surprises. Money goes quickly so if you are not careful with spending and keeping accurate and up-to-date records of your spending you could find yourself out of money with an unfinished event.

4. Create a contingency fund. Having a contingency of about 10 percent into your total budget can help to plan for any unexpected costs that may arise.

5. Research. Always make sure to view more than one venue or supplier before booking. There are so many options out there so make sure you get the one that is most cost effective for your particular event.

Want to learn more about Designing Events? Get connected.

Checklist for Successful Online Conference or Meeting Registration

Sun, 04 Jan 2009 08:38:00 GMT

Online registration is a helpful tool when planning a meeting or conference. When done correctly online registration can cut back on time, save money and even help assist in the success of future conferences or meetings and marketing efforts. The ease and convenience of online registration is paramount to assure high attendance for your meeting or conference. The more detailed the registration is, the more beneficial it will be.

1. Offer multiple payment options. One payment option is not feasible for everyone, so giving attendees’ more than one payment scenario may boost attendance. Examples include members, non members, federal employees and students. Also be sure to include registration rates. Make it clear to the registrant how much the total cost will be.

2. Include tools to monitor and assess registrants.

- Detailed demographic Information. Finding information such as where the registrants’ location is, their areas of interests and expertise all play a big role in planning out future marketing activities. For example, when you know the specific location of a particular registrant you can target your marketing efforts more specifically to appeal to that demographic. Collecting more information will lead to developing a tight niche target audience.

- Know the registrants area of interests. Each year a company hopes to improve their conferences and boost attendance. By finding out what the registrants are interested in will assist in modifying future conferences to make them more appealing and valuable to the past registrants, which will then in turn hopefully entice them to attend the conference again.

3. Option to register for pre or post sessions. Getting a feel for how many people are interested in attending pre or post sessions allows you to plan accordingly.

4. Option to bring a guest or pay for additional add ons. Optimize the registration process by creating a process that is comprehensive and includes other components than just registering for a meeting or conference. Have guests and add ons paid for at the same time as the registration, it keeps things more organized and will also make for a more accurate headcount.

5. Keep it simple. The look and feel for your online registration should have a clean, simple look, and should never appear cluttered. You don’t want to overwhelm your registrant with unnecessary information. Make sure the instructions are clear with as few words as possible. If you do require a lot of information from registrants it may be a good idea to make multiple pages. Creating multiple pages will spread out the process and will not be quite as overwhelming when the registrant first logs on to register.

6. Online payment processing. The registrant can pay right on the website, its fast, easy and convenient.

Want to learn more about Designing Events? Get connected.

Creating an Effective Conference/Meeting Website

Thu, 18 Dec 2008 08:38:00 GMT

One of the first impressions that a potential attendee will have of your conference or meeting is the website. Whether it is gathering information or registering to attend, your website needs to make a good impression on all who visit.

Corporate Conference/Meeting Website Goals and Objectives

Before creating your website, be sure to have clearly defined goals and objectives that you want accomplished. There are a number of objectives that your particular site may want to accomplish, but having a clear goal in mind will make your website more effective in reaching a specific target.

Here are some examples of some conference website goals:

Increase attendance
Generate more press coverage for your events
Create new revenue opportunities for your organization
Sell more exhibit space and sponsorships

Features and Functionality

Once you have a clear goal in mind the next step is determine what the features and functionally need to be in order to make sure the goal is met. Your site can be as basic or advanced as you feel necessary.

Below are some features that can be incorporated into your conference website to reach your pre-set goal:

An agenda that includes time and date information for sessions and activities
Pages that describe education offerings including keynote presentations
A conference/meeting reminder email newsletter that offers event updates
A FAQ page that answers frequently asked questions
E-mail marketing campaigns tied to an online registration database to track response rates to your email promotions
Webcasts that deliver audio and video content from your events to a global audience
Web-based surveys to track the educational and other interests of attendees and prospective customers

Look and Feel

One of the most powerful aspects of a conference or meeting website is the look and feel. Be sure that the look of the website ties in with the rest of your promotions. This may be a specific look for the conference or meeting, that ties in the location and/or the theme. Or, it could be a look that carries over from year to year.

Promoting Your Website

Finally, once the website content has been developed and created it is time to market and promote the site. This may be one of the most important steps in creating an effective website. You may have a clearly defined goal and unique content development, but if the site is not effectively marketed and promoted to the public your conference website will not be a success.

Here are some ways to market and promote your site:

Search-engine optimization to improve website rankings on popular search engines and directories
Listing on event industry websites and portals that list upcoming events
Targeted banner ads to drive qualified customers to your website
Distributing news releases online to capture the attention of more editors and writers
Affiliate programs that give incentives to other sites to drive traffic to your website
Content syndication to build exposure for your organization by placing your articles and news stories on other websites
Offline or traditional marketing to direct customers and prospects your website

Want to learn more about Designing Events? Get connected.

Marketing Your Conference or Meeting Through E-mail

Tue, 09 Dec 2008 08:38:00 GMT

When used correctly, e-mail can be one of the most effective marketing tools to take your event to the next level. Not only is it cost effective, but you have the ability through e-mail to send out timely information quickly and often.

Here are some tips to use e-mail marketing more effectively for your next corporate conference or meeting.

Is it working? – You will never know if your e-mail campaign is working if you don’t track and pay attention to the statistics. You will want to keep on eye on how many readers open the e-mails and which links are clicked on the most. You may be surprised at which e-mail topics are most popular and you can add more about these in the future e-mails.

Want to learn more about Designing Events? Get connected.

Rising Hotel Rates + High Demand = ?

Sun, 30 Nov 2008 08:53:00 GMT

It’s no secret that hotel rates are expected to continue to rise, but what does this mean for meeting planners?

Every few years, the tables turn from the meeting planners having the upper hand in negotiating to the hotels. For the past few years, the demand has been so high that meeting planners have had less negotiating power then they are used to. This high demand is expected to continue, which means negotiating hotel contracts until then will be tough – regardless of whether the meeting is next year or 2013!

So how can you make the most of it?

The Early Bird Gets the Worm - Search early and book early. The more hotels that are in the running from the beginning, the higher your chances are of finding one that will meet your needs.

The Final Four - Never decide on ONE hotel before the negotiations begin. Narrow your search down to three or four hotels and let the hotels know they are in the final running. They will work with you more if they know they are one of 4 much more than if they are one of 34 and not knowing if they have a real shot at the business.

Information - Provide as much information to the hotels as you can about your group history (room pick up, f & b actuals, etc.), history of side meetings or sponsored events that traditionally bring in additional revenue for the hotel (but don’t commit to this in your contract) and what concessions are actually important to you and in what order of importance.

Flexibility - Be flexible with your dates if possible. The more flexibility you can offer a hotel, the better rate you can secure.

Develop Partnerships - Treat the hotels as a partner with you…not an adversary against you. Develop a good working relationship with the hotels in the final running and they are more likely to be open and honest with how they can help to make your program work at their hotel.

Want to learn more about Designing Events? Get connected.

9 Ways to Improve Your Conference or Meeting’s Bottom Line

Fri, 14 Nov 2008 08:53:00 GMT

1. Be Prepared! - Set a portion of your budget (we recommend 10%) aside for emergencies. You never know what will pop up and could potentially put you over budget.

2. Have Clear Contracts - Be sure that your contacts with the hotel and other vendors are clear and include all charges – including any surcharges that may come up. Also include a clause that prohibits the addition of fees without your consent. If you are asked to pay for something extra that was not in the contract, dispute it.

3. Understand the Cancellation Clause – Be sure that this portion of the contract is clear and that both parties have the option to back out before a specific date. As with all contracts, don’t sign anything unless you are completely happy with it.

4. Complimentary Rooms – While working with the hotel on the contract, negotiate for complimentary or discounted rooms for speakers, staff and other important people. Upgraded rooms are also something you can request.

5. Room Blocks – Be conservative with estimating how many rooms you will need. Many guests may choose to stay at a discounted hotel nearby.

5. Food & Drink Negotiations – Negotiate paying for food on a consumption basis rather than a fixed price. Also, see if there is any dead stock wine – wine that is no longer on the menu. If so, you may be able to get great wine at a discounted price.

6. Increase Sponsorships - Entice more sponsors by offering flexible packages. One potential sponsors may really like is prime space in the exhibit hall while another may prefer a full page ad in the conference program. You can also offer sponsorships of special evening events, breaks and even the registration materials bag. And of course, making your sponsors feel like part of the program will help them come back next year.

7. Simple Signage – Keep your signage simple and invest in quality signage that can be reused. There are many new products on the market that enable you to quickly and inexpensively change part of a sign to make them more flexible.

8. Room Setup – Have simple room setups that don’t need to be changed from day to day.

9. Keep Track! – Review all invoices that you receive against the quotes. While at the conference, review your master account daily. You will be more likely to catch errors when the events of the day are fresh in your mind and can iron these out in person instead of over the phone.

Want to learn more about Designing Events? Get connected.

Designing Events Blog

Sponsorship and Exhibit Sales Boost the Bottom Line

Get More From Your Next Client Conference

Building Successful Corporate Conferences in Challenging Times!

User Conferences That Don’t Fall Short

Hosting your Meeting/Conference on a Cruise Ship

Marketing Your Conference or Meeting Through E-mail

Planning Checklist for a Green Conference or Meeting

Conference/Meeting Function Room Set-up Checklist

7 Tips for Creating an Effective Meeting or Conference Planning Timeline

Making Your Conference or Meeting Green

Conference and Meeting Food and Beverage Checklist

4 Ways to Help Conference and Meeting Attendees Find Their Way

Technology Trends and Tips in the Meeting Planning Industry

Top 5 Tips for Creating an Effective Meeting or Conference Budget

Checklist for Successful Online Conference or Meeting Registration

Creating an Effective Conference/Meeting Website

Marketing Your Conference or Meeting Through E-mail

Top 20 Questions to Ask During a Site Visit

Rising Hotel Rates + High Demand = ?

9 Ways to Improve Your Conference or Meeting’s Bottom Line