Planning a meeting in Las Vegas or attending a convention in Las Vegas and having to organize satellite events?
| Trends for 2012: Keeping Current in a Mobile World |
If buying tablets seems out of your budget, you can create an app that allows attendees to use their own smart devices to register themselves. E-mail an app to attendees to download for preregistration, or post signs at registration that provide guests with a Smartphone with a way to download the app to skip traditional registration. This reduces the number of registration staff required and makes it easier for attendees.
Attendee Trackers and Networking: Knowing what attendees get out of your event is invaluable, as is making sure they have easy access to exhibitor or presenter information. Several technologies make that even easier to accomplish in a meaningful way.
Radio Frequency Identification (RFID) technology allows people to track an object’s location using radio waves with an RFID tag or label. Put on attendees’ badges, these tags allow organizers to track sessions and events people attend, how long they stay or with whom they interact (either as anonymous numbers or as individuals).
Two-dimensional Quick Response (QR) bar codes store text information or URLs and are read easily by many mobile devices. Users take a picture or scan the QR code with a device, and the encoded information is stored and available immediately. Organizers or exhibitors post these codes on signs or booths so attendees can collect contact information for future leads. Conversely, planners can embed these codes on attendee badges so exhibitors can scan their contact information as well.
Presentation Technology: Technology once only thought of as the fantasies of science-fiction writers now is becoming available for events. Several stunningly vibrant and interactive “futuristic” technologies currently are available to enhance presentations that make any session memorable.
At the most basic, there is an app for the iPhone—i-Clickr PowerPoint Remote—that does exactly what it says. Using the app turns the phone into a presentation remote so speakers can work the room while seamlessly moving along their visual presentation component.
For a truly dynamic presentation, especially one featuring a new technology or prototype, presenters can use Kaon Interactive. This 3D touchscreen presentation tool allows users to manipulate images with their hands, spin them around or even open and tear them apart. It’s great for showcasing products or demonstrating processes in virtual reality.
Similarly, planners can make the most out of showcasing a product or presenters with holographic projectors. Projected in full three-dimensionality on a glass screen, these projections are most used as eye-catching features at trade shows, but hosts, speakers and instructors also can be inserted virtually into a stage presentation if they can’t be there in person.
If a venue doesn’t have a projection system, now available are “pico” or mobile projectors small enough to fit in a pocket. These handheld devices let users project digital images on any viewing surface (wall or screen) so they can give their presentation with theater-quality video in any venue under any circumstances.
Technology is at the crux of the event industry today. It can make the coordination and execution of an event much easier for planners and attendees and give presenters great ways to visually and mentally keep their audience’s focus on the meat of their words in a new virtual world.
Musical Mastery
Event sophistication is about the senses, and hearing is one that should not be overlooked. Just like in Hollywood movies, although background music may not always be noticed, its absence is. The same goes for music at social functions and other corporate events.
When event planners are considering background music for an event, it is important to effectively match it to the event’s and attendees’ needs. Options abound, from DJs with canned tracks on a sound system to live musicians with preplanned sets or request menus. The perfect match depends on the event purpose and audience.
For formal events, live trios or quartets playing jazz or classical music beautifully enhance an upscale atmosphere. However, if you’re looking to give an event a more casual but polished flair, consider live acoustic musicians playing a particular genre and willing to take requests or even a DJ with a song list.
Beyond the style of the event, music is based on purpose. Formal sit-down dinners and social events still intended as business opportunities need subtle, unobtrusive music in the background that is part of the atmosphere without interfering with conversation. However, for a social affair at which guests will be encouraged to take to the dance floor and let loose, consider a live jazz quartet or band or a DJ that can get the guests on their feet.
Music also can change during an event to mark its different stages. When guests are gathering and likely talking or networking, music should let conversation flow while also setting the tone of the evening. Consider live or DJ-run upbeat instrumental cocktail music or selections from a string quartet. During dinner, the music should soften even more to accommodate the reduced volume of table conversation. For events with presentations, music can be eliminated altogether or used as an asset to punctuate the flow or create transitions between presenters. In the later part of the evening, many events switch from business to pleasure, which allows for greater volume and diversity of music that will get guests on the dance floor. Perhaps add a vocalist or saxophone to a live jazz group used earlier, have a live band or a DJ spinning the tunes change their music gears a bit or for fun interaction allow them to make requests so they let their good times roll.
Attendee Trackers and Networking: Knowing what attendees get out of your event is invaluable, as is making sure they have easy access to exhibitor or presenter information. Several technologies make that even easier to accomplish in a meaningful way.
Radio Frequency Identification (RFID) technology allows people to track an object’s location using radio waves with an RFID tag or label. Put on attendees’ badges, these tags allow organizers to track sessions and events people attend, how long they stay or with whom they interact (either as anonymous numbers or as individuals).
Two-dimensional Quick Response (QR) bar codes store text information or URLs and are read easily by many mobile devices. Users take a picture or scan the QR code with a device, and the encoded information is stored and available immediately. Organizers or exhibitors post these codes on signs or booths so attendees can collect contact information for future leads. Conversely, planners can embed these codes on attendee badges so exhibitors can scan their contact information as well.
Presentation Technology: Technology once only thought of as the fantasies of science-fiction writers now is becoming available for events. Several stunningly vibrant and interactive “futuristic” technologies currently are available to enhance presentations that make any session memorable.
At the most basic, there is an app for the iPhone—i-Clickr PowerPoint Remote—that does exactly what it says. Using the app turns the phone into a presentation remote so speakers can work the room while seamlessly moving along their visual presentation component.
For a truly dynamic presentation, especially one featuring a new technology or prototype, presenters can use Kaon Interactive. This 3D touchscreen presentation tool allows users to manipulate images with their hands, spin them around or even open and tear them apart. It’s great for showcasing products or demonstrating processes in virtual reality.
Similarly, planners can make the most out of showcasing a product or presenters with holographic projectors. Projected in full three-dimensionality on a glass screen, these projections are most used as eye-catching features at trade shows, but hosts, speakers and instructors also can be inserted virtually into a stage presentation if they can’t be there in person.
If a venue doesn’t have a projection system, now available are “pico” or mobile projectors small enough to fit in a pocket. These handheld devices let users project digital images on any viewing surface (wall or screen) so they can give their presentation with theater-quality video in any venue under any circumstances.
Technology is at the crux of the event industry today. It can make the coordination and execution of an event much easier for planners and attendees and give presenters great ways to visually and mentally keep their audience’s focus on the meat of their words in a new virtual world.
Musical Mastery
Event sophistication is about the senses, and hearing is one that should not be overlooked. Just like in Hollywood movies, although background music may not always be noticed, its absence is. The same goes for music at social functions and other corporate events.
When event planners are considering background music for an event, it is important to effectively match it to the event’s and attendees’ needs. Options abound, from DJs with canned tracks on a sound system to live musicians with preplanned sets or request menus. The perfect match depends on the event purpose and audience.
For formal events, live trios or quartets playing jazz or classical music beautifully enhance an upscale atmosphere. However, if you’re looking to give an event a more casual but polished flair, consider live acoustic musicians playing a particular genre and willing to take requests or even a DJ with a song list.
Beyond the style of the event, music is based on purpose. Formal sit-down dinners and social events still intended as business opportunities need subtle, unobtrusive music in the background that is part of the atmosphere without interfering with conversation. However, for a social affair at which guests will be encouraged to take to the dance floor and let loose, consider a live jazz quartet or band or a DJ that can get the guests on their feet.
Music also can change during an event to mark its different stages. When guests are gathering and likely talking or networking, music should let conversation flow while also setting the tone of the evening. Consider live or DJ-run upbeat instrumental cocktail music or selections from a string quartet. During dinner, the music should soften even more to accommodate the reduced volume of table conversation. For events with presentations, music can be eliminated altogether or used as an asset to punctuate the flow or create transitions between presenters. In the later part of the evening, many events switch from business to pleasure, which allows for greater volume and diversity of music that will get guests on the dance floor. Perhaps add a vocalist or saxophone to a live jazz group used earlier, have a live band or a DJ spinning the tunes change their music gears a bit or for fun interaction allow them to make requests so they let their good times roll.
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If accepted, your submission will be edited for length and clarity. There is no monetary payment if your item is used; instead, you can publicize yourself through a five-line biography with your contact information that will appear at the end of the article.
Send submissions to
editorial@MeetingPlannerResources.org. We will contact you if your submission is chosen.