Cheers – The Secret to Meeting Success

The theme song from the famous American Sitcom “Cheers” is a mini lesson in how to create memorable meetings.  Take a peak at the lyrics below and then I will dissect them as they relate to a successful meeting.

Cheers Lyrics:

Making your way in the world today takes everything you’ve got.
Taking a break from all your worries, sure would help a lot.

Wouldn’t you like to get away?

Sometimes you want to go

Where everybody knows your name,
and they’re always glad you came.
You wanna be where you can see,
our troubles are all the same
You wanna be where everybody knows
Your name.

You wanna go where people know,
people are all the same,
You wanna go where everybody knows
your name.

by Gary Portnoy and Judy Hart Angelo

Making your way in the world today…. is tough and first impressions make a difference.  Did you make it easy to register, did you provide directions, reminders for the meeting?  What can you do to make attending a meeting easier?

Taking a break from your worries…people like to know what to expect.  What time can you arrive for registration, will coffee be served, who is attending, what is the attire, what can you tell me about the meeting that might alleviate any worries?

Sometimes you want to go where everybody knows your name….one of the biggest fears about attending a meeting is will I know anyone at the meeting.  Even extroverts like to mingle with people they know. It is human nature.  You can make someone comfortable with event signage as they arrive, a greeter and name tags.  Another step you can take is introductions and or facilitated networking.  The reasons we host in person meetings in the first place is for the personal connection.  The more you can facilitate that connection the better your meeting will be perceived.

You wanna be where you can see, our troubles are all the same….is the content relevant?  We are no longer in the information age. We are in the “Over Information Age” and the more you can scale back your message the better people can hear.  With thousands of marketing messages a day we all are looking for a group or meeting that speaks to our particular “troubles.”

Although there are many other logistical factors for planning your meeting using the Lyrics from Cheers as a guide you might find a new energy for your events.

Cheers!

The Scale of Nordstrom

Scale is an important part of any event.  If you get it wrong your message can be missed or mistaken.

Based on the picture below, I am clear that Nordstrom is opening on September 25th at the Kenwood Towne Center in Greater Cincinnati.  I estimate the banner at 25′  high by 75′ wide reminding me of the importance of scale when it comes to events.  I am easily 500 feet away and I can clearly read this sign but it is often not the case at many meetings I attended, many of which with much shorter viewing distances.

There are a number of reasons why scale becomes an issue in regards to meetings.  As meeting planners we may have control over the scale of the message and if we don’t we must at least make our clients aware of it.

Here is my top ten list of scale related issues in regards to events:

1. Screen size too small (very rarely too big)
2. Font size too small (print, banners and PowerPoint)
3. Room size too small/big
4. Ceiling height not appropriate to accommodate staging needed for attendance
5. Props too small and do not make impact on room
6. Decorations too sparse and do not make impact
7. Sound in-sufficient for room size or not robust enough for content
8. Portions too small on entree
9. Pre-Function or Foyer too small to accommodate registration/reception
10. Too Lavish for a Down Economy

We could go on for days with this list but I thought I would share  a quick reminder about the importance of scale.  Add your “Scale” Pet Peeves in the comments section below.

The Celebrity Hook

If a tree falls in the forest and no one is around to hear it, does it make a sound?

If your event has the most beautiful decorations, the most delicious food, the most outstanding light show and entertainment, but nobody attends, is your event a success?

As meeting and event planners it is our duty as we craft an event concept or design to consider event promotion.

One of the simplest ways to create buzz for an event is through celebrity hooks.  No one can deny we now live in around the clock celebrity mania.  Seriously even “Jon and Kate Plus Eight” a formerly  normal family for the most part have become celebrities.

Celebrities are a big deal in todays world and can be an asset for your event.

Of course you can take the traditional approach to using celebrities for your event.  Here are some examples:

• Master of Ceremonies
• Keynote Speaker
• Autograph Session
• Panel Discussion
• Event Chair
• Golf Outing Foursomes
• Silent Auctioneer

These are all great examples and will surely benefit your event but I challenge you to be more creative with your celebrity appearances.

First and foremost people want to connect with “their stars.”  If you can incorporate interaction between the celebrity and your attendees you will create more buzz.  If you can create a collectors item related to event and celebrity even better.

There are all levels of celebrity, do not forget to tap your internal celebrities, often times the organization’s charismatic leader can also serve the role of celebrity.

An example of how you might use the internal celebrity might involve the tried and trued “Dunk Tank” at a company picnic or church festival.  You will be amazed how this will bring people out of the woodwork.  Another version of this might include bidding for the honors to  “administer” a pie to the CEO’s face.

A recent example which inspired me to write this article is the The Freestore Foodbank’s Rubber Duck Regatta, this rubber duck race on the Ohio River, added a new twist with a Celebrity Duck Auction. The auction included ducks decorated and autographed by local and national celebrities from Anthony Munoz to President Obama.  The event with over 300 attendees  raised over $10,000 to add to the already hugely successful regatta event.

Some other quick examples to maximize your celebrity appearances might include:

• Dancing with the Stars themes
• Celebrity themed cupcakes or desserts
• Photograph opportunities
• Private Dinner with Celebrity Auction Item

Celebrities have busy schedules and when they are available for your event you should maximize their appeal, remember to always get permission from your celebrity to make sure they are comfortable with your idea and promotions for the event.

Good luck and remember the “Celebrity Hook” the next time you plan an event.

Tools for the Trade

It never ceases to amaze me the tools and products which are available for free or nearly free on the web.

Here are four of my favorites and a quick review of each.

1. Google SketchUp – Download It.

Google Sketchup is one of my favorite free tools on the internet.  I first learned of SketchUp before Google purchased it.  SketchUp is a 3D rendering program which is very easy to use and learn.    I was very fond of SketchUp from the start, when Google purchased it and made the basic version free, I was in heaven.  By the way, unless you are a power user or an architect, the free version is going to serve you well.

I like to use SketchUp when testing elevations and making decisions about sight line issues.  You can also quickly mock-up a 3D design and with a little imagination you can use the various textures like roofing tin for a drape line.

Here is an example of a rendering I created for a client and the actual event picture.

Google SketchUp also has a huge online library of objects created and shared by SketchUp users like myself for others to use in their drawings. Google 3D Warehouse.

2. Eventbrite – Link to Eventbrite

Eventbrite is a free event registration system (when your tickets are free) which allows you to track and manage invites, registrations, print name tags and just about any report under the sun.  Eventbrite will charge you a small percentage if you want to charge for your tickets but works great as a registration systems for just about any kind of gathering.  I highly recommend it for associations and other groups who meet regularly and want to formalize the RSVP process.  As with any email based system be sure you follow good “etiquette” and Eventbrite will serve you well.

Eventbrite also has a toll free support line with a real person answering the phone.  They are very helpful even when using the free account.

3. Google Docs – Sign Up Here
You are going to need a Gmail account to get the full benefits of Google Docs but I recommend you get a Gmail account anyway.  Google Docs is a online version of Microsoft Office, but free. I will be honest it’s not a full replacement for Microsoft Word but it sure is convenient. Whenever I am doing a project which requires collaboration I use Google Docs because of its sharing features.  You can upload your Word Document or create it right on the web.  When you are ready you simply use the share feature, and enter the email of those you want to share the document with.  You can also allow for other collaborators to edit and revise the document with full backups of past versions.

Not that you want to bring work home but housing your documents online means as long as you have an internet connection you have access to your Google Docs.  This has saved me from bringing home my laptop a number of times.

4. Gimp Editor – Free Download

Gimp Editor is a free photo editor on par with Adobe PhotoShop.  I am not a graphic designer but working in audio visual productions provides me plenty of opportunity to make adjustments to digital photos.  Gimp Editor has never failed me.  As with Google Docs, Gimp Editor may not cover all the bases but can be a real life saver in a pinch.  If you ever find yourself without access to PhotoShop Gimp Editor is the way to go.  I have it loaded on my home computer since I do not own a license for Adobe PhotoShop, for the times when I leave the laptop at the office.

I hope you find these tools helpful.  Please post your favorites in the comments area.

Take The Stage, A New Perspective

Meeting planners have been taught to become experts on the guest experience.

Table settings, room decor, menus and entertainment often fill our attention as priorities but there is another perspective to consider, the presenter.

As meeting planners we often get the opportunity to experience “the guest experience” by sitting in the audience during events we produce or by attending other events, but many of us rarely get to experience the presenter’s perspective.

There are a number of physical factors to consider for the presenter.  How big is the stage, wireless mic versus lectern mic, will the lights be in their eyes, is the stage too tall or short for the audience size, is the edge of the stage clearly marked and/or is the screen in view or a reference monitor available?  Professional speakers will often address some of these issues in their “speaker requirements” but should as meeting planners we should address these factors anyway.

Although I have mostly addressed physical factors related to the presenter the results can be psychological leading to a more comfortable speaking environment.  The more comfortable the presenter, the better the speech, the better the guest’s experience.  There we go, it is full circle.  The presenters comfort directly effects the guest’s experience.

I am proposing Toastmasters a public speaking program to get some you reps behind the lectern so to speak.  Many of you might be cursing me right now, many in our industry see ourselves as “behind the scenes,” but I assure you Toastmasters is mostly painless and worth the effort.  If you are like most, public speaking is your greatest fear besides death, hence you might be saying “I  would rather die than try Toastmasters.”

As you consider Toastmasters you might think that the commitment might be too large just to gain some perspective but I assure you the benefits are numerous.

Public speaking is one of the best ways to grow your career and personal brand.  Imagine instead of attending a networking event hoping to meet a few people instead you are speaking to the group and the center of attention.  Public speaking brings credibility, esteem and exposure.  Even if you have no interest in public speaking, you may find yourself in a situation where you must make announcements or fill in for a late arriving speaker.  Don’t be that meek planner who slithers to the lectern to say, the meeting will be starting in five minutes, please take your seats.

Maybe with a little training you might just take the stage and never leave.

Visit Toastmasters.org to find a meeting near you.

If you would like to join me I belong to the DownTown Cincinnati Toastmasters Club that meets on the 1st and 3rd Wednesday of the month.  Email me meetingpointcincinnati@gmail.com for details.