Event Planning
Dr. Peter C. Gorman speaks at the Association for Career and Technical Education (ACTE) Conference
by Randy Davis on Dec.10, 2008, under Event Planning
As the event photographer for the ACTE, I, Randy Davis, was lucky enough to meet Dr. Peter C. Gorman-Charlotte Mecklenburg School Superintendent. As one of the speakers at the 2008 Conference of the ACTE, Dr. Gorman gave encouraging words to the over 3,000 attendees, discussing current conditions and future exceptions. His speech stirred excitement and enthusiasm, and his finish offered hope for the future of education.
Event Planning
by Randy Davis on Jul.20, 2008, under Event Planning, Video Production
Event planning is much more than making a few phone calls for reservations. Most small to mid-sized companies just do not realize the savings that can take place through a CMP (Certified Meeting Planner) planner.
Here are some suggestions when hiring an event planner (taken from the ISES.com website):
► Know the kind of event you want to host before you speak with a special event professional. You should know the reason for your event (fundraising, celebration, informational), date of event, approximate number of guests and estimated budget.
► Research event options. Contact several special event professionals to compare experience, pricing and work ethic. Ask friends and colleagues for references, and consult online resources.
Recommendation: Find potential special event professionals on the ISES Finder Service; the database is searchable by products/services provided and location.
► Interview potential candidates or send out an RFP. Ask about their experience with similar events, how many events they have produced, what kind, for what size group, and what made these events special. Always ask for and call references.
Recommendation: View industry accepted RFP templates on the Convention Industry Council website.
► Negotiate fees beforehand. Discuss whether the special event professional bills by the hour, service, staff time, by the event, as a percentage of the total budget, etc.. Inquire what deposits, if any, are required and ask if package prices are available. Get a quote in writing and make sure that costs won’t run over without your prior agreement.
► Read and sign a contract The final contract should outline what the service/product entails, previous discussions on the special event professional’s responsibilities, negotiated fee and other agreed-upon factors.
Recommendation: View accepted contract practices at the Convention Industry Council website.
Trade Show Etiquette
by Randy Davis on Jan.20, 2008, under Event Planning
April 10,2007 Filed in: Tradeshow & Sales Tips
Sitting
The tradeshow environment is a tough one. I know that. By the end of the day your entire body feels weak and numbed. I also know that the next day you’d rather have your legs amputated than stand on them, but buck up! When you’re sitting, you look lazy and less approachable. In that state, lead-generating opportunities will pass you by like grandma getting passed on the highway.
Talking with other booth staff
Remember: this is not the breakroom and you’re not at the show to talk with “Bob” from R&D. Save the conversation for dinner. Otherwise, if you’re in the middle of chumming it up, show attendees will not even try to interrupt your conversation to ask for information. The same goes for the cell phone as well; if you need to take a call, excuse yourself from the booth.
Eating
If you eat at your booth, you’re telling your prospects, “I’m busy. Spend your time, attention and money elsewhere.” Once you’re away from your booth and ready to chow down, avoid food that will cause bad breath. This is no time to to make a reservation at The Stinking Rose (no matter how good it tastes) – your pores will stink for days to come.
Scratching, picking, digging…
Most of us spend our days in semi-private environment. When the need to scratch, pick or adjust arises we are free to address our source of discomfort immediately. Well, being on a show floor is a lot like being on stage. People are all around and watching you. So the odds of being caught scratching are pretty high. Just Don’t Do It.
Talking smack
You only get one chance to make a first impression. At a trade show, you are making that impression on someone at every moment. How will you and your company be remembered?
Several years ago I was staffing a booth with a couple of other people when in walked a very beautiful woman along with her blind husband. They asked a couple of questions and left. A few moments later one of the other staff members started talking about this woman’s features in great detail, then said “it’s a shame, a woman like that, and her husband can’t even see what he’s missing.” At that point her husband made his way back from two booths away and said, “I might not be able to see, but I can hear”
The point is this: whether it’s about other booth staffers, competitors or attendees, your conversations can and will be overheard. Will what you say encourage trust in you as a person? In the end, our decision to buy is based on what we think of you. What you sell is almost ancillary.
80/20
Remember the 80/20 rule – listen 80% of the time and talk 20%. Many people, when put in the show situation, tend to “throw-up” on the attendees. You’ve seen it, I’ve done it. It’s just wrong.
For example, the attendee asks a question, “Does your product do this?” Then you reply, “The product does this and that and my company was founded in 1912 by a farmer and a goose. I started working with the company when Carter was president. Boy, it was a hot summer.” You did nothing but point out that you’re uncomfortable being there.
Listen to the customer. Process what they want to know, then respond with pertinent information. Wait, then ask if your response adequately answered their question. If you’re nervous, take a breath or two before speaking. You’ll be glad you did.
The bottom line
For a successful trade show, make sure you are as approachable and professional as possible. Remember that at any given moment, you will be on center stage. The customer is looking at your booth and asking themselves, “Do I need what they have?” Then they’ll look at you and decide, “Do I want to work with them?” That is not a good time to pick your nose.
You only get one chance to make a first impression. At a trade show, you are making that impression on someone at every moment. How will you and your company be remembered?
