Off season

I don’t have that much china.

Plates, cups, bowls and serving dishes are all from different eras and households  and together they form the daily set we use. 

Fifties memorabilia, a strange small plate with cowboys on them, plain white ones from my grandmother, Chinese  ones: some are nice, some are not so nice.

Never mind, we eat our dinner with all kinds. Everything is functional.

And then there are my three Christmas plates. Special gifts for special days. Do I treat them as such? No. They are in the stack with all the others. I figured, why set them apart and use them only on special occasions? I can use them year round, every day.

So there you have it: no matter which season, I use the Christmas plates we have. I can serve summer antipasti on them, Easter bakes, autumn roasts, and, of course, seasonal cookies  in December.

Sometimes just seeing these Christmas plates makes me happy. Reminding me of winter days, Holidays, seeing old friends and sharing time, watching old movies of trying out new hikes.

OK, so here’s the thought.

Think of these Christmas plates as if they were an event. A live event, only a few days a year. Then think of them as an event community. It makes sense, doesn’t it? Having actual items that remind you of something you like. Just like the community you share thoughts and ideas in, before, during and after the event.

My plates present themselves at random (depending on the dishwasher and whoever empties it), but they never fail to remind me of those few days in December. In February I don’t care so much about them, in the summer they are interesting and funny, and when October and November come, I get anxious for the next month: longing to see them in full swing, in season. Never fails.

In short:

Keep your event relevant year round

Accept the fact that nobody keeps you on top of mind all the time

Surprise your delegates when they least expect it

Be there when you are In Season – big time!

Make sure that you have a basis that is functional

….and share at least one item that we really can use year round. It works!

How to make the most of Trend Reports

It’s that time of year again…we are looking back AND looking ahead. How did we do this year? What awaits us around the corner? Which events, trends, and changes will the world see? How will this impact our lives and companies? It is a time in which many companies , bloggers and organizations share their thoughts about the future. To be honest, it is getting hard to avoid the posts that include a vision of 2015…

Well, first of all, I’m also guilty of sending out a trend report. True, it is looking a bit further ahead, but still. We also have a vision on future events and think it is a view worth sharing. So below you will find the link – just in case J.

However, the thing I personally like most about it, is the way how we made it. And that is something worth sharing, too.

In the meetings industry we are with many different stakeholders. Organizers, exhibitors, sponsors, convention centers, hotels, cities, planners, associations - and many more. We all have our goals, strategies, five-year plans, etcetera. We organize large and small events, meetings for 5 and meetings for 5000. We are involved in events once a year or every day. So reading all those trend reports can be a bit daunting. There is so much out there…are all trends equally important? Will we be left behind if we don’t change according to latest technology? How do we fit trends into our goals?

At RAI, I have been making an internal trend report for many years. Using information from industry associations, economic sources, trade journals, and so on. I read a lot during the year, and in the summer I combine the main trends that impact our own company and share them.  This year, we had a different approach. We had several sessions with colleagues from different parts of the company and discussed the past as well as the future . An extensive “from….to…..” exercise, combining the energy and knowledge of my colleagues with their valuable insights from clients and stakeholders: exhibitors, visitors, organizers, suppliers, builders, local government and so on.  An inspiring track, that in the end resulted in a clear picture of how we see events evolve. Not by reading the trends, but by living them.

Some takeaways from our sessions:

 

• Take your time – most trends do not happen overnight. Distinguish between trend and hype.
• Involve all – trends happen on the show floor, as well as  in the boardroom.
• Look beyond your own industry – there are big learnings when looking at your neighbors.
• Find the common ground – often trends are part of a bigger change. If you identify that, you can make better choices.
• Never lose focus – always keep your own goals in mind.
• Ask your stakeholders – they can tell you where they see change and expect value.
• Make choices that are fit for you – always translate trends into the shape and size of your own needs.
• Start small – trial and error is part of the game, allow for the experiment.
• Step into the future! – because let’s face it, can you do otherwise? I think not. Embracing change is crucial.

 

So  get all those trend reports and start making them your own. Happy reading!

 

 

As promised the link: http://bit.ly/1wFOZVH . Wld be interested in feedback :-)

 

Building bridges

The other week I had a short conversation with a fellow cyclist. As we were parking our bikes at one of the Amsterdam RAI  parking areas, we were both looking at the big sign of one of the events: “Unleash your people”, it read. Intriguing! 

I asked if he was going to the event but he answered “No, all the stands will be showing things that I can look up on the internet anyway, so there will be no extra value for me there.”

As I am just in the middle of writing my trends report, this came as a blast from the past. Surely any 2014 event will be more than a selection of websites…. So I suggested there could be a conference attached, with best practice sessions scheduled, peer-to-peer networking areas, opportunities to share ideas and news with exhibitors, industry leaders, attendees…and so on.

The next morning we met again, same routine. The event was still on. But this time the fellow cyclist had been looking at the event website…and had realized that Yes, there was a lot going on in terms of interaction, conversation, learning, sharing and meeting new people…He planned on attending after all.

Isn't  that strange? 

As an event industry we look at every detail to ensure the best face to face interactive experience possible. Yet we cannot shake the image of trade fairs and conferences as grey, uninspired and old fashioned. Especially when it comes to younger generations.

So how can we deal with this? 

Show and tell!  Building bridges between perception and reality. 

We need to address the value of the face to face experience! The event I mentioned above is doing things right – social media, interaction, quotes….

I think we need even more conversations, pictures, recordings, vlogs, blogs, champions, discussions -  and interact before, during and after the face to face event. Interaction in communities and with individuals. We can even meet online –  by interacting we can change the image. 

After all, we know that a face to face interaction generates great ROI – right? 

It is about engaging all senses, serendipity, personal relationships,  the effect of the true handshake…it’s something we need to talk about J. 

And let's face it; without the main event, no online spin offs.

(the used image is not from the mentioned event, it's from a great conference earlier - building bridges in it's field of expertise)

Shared experiences

Remember that session when the speaker turned a tech failure into a tech success?  Or the ICCA network event when we tasted Dutch herring? Or the great fun we had in an Amsterdam pod connected to EventCamp Twin Cities?  

Well you probably do not – unless you were there.  But you have other memories  of events and tradeshows much like mine.  And more of them , I know most #eventprofs  get out a bit more than I do :-) . But that is not my point here.. it is about the power of events.

We share the same experience of venue, program, tradeshow, booths, sessions. The event provides a common ground, a framework and a shared interest even before we say Hello.

We are all out of our comfort zone, in a different setting, out of our day-to-day routine. That makes us more eager to connect and reach out to others.  And if we  already know people from previous events, even better. Than we can add another chapter  to our joint story.

That is why events, conferences and tradeshows  are so effective and irreplaceable. You do not just remember  the content and innovations, you also include the people you meet . They become a part of the story, and often turn into long term, valuable relations.

And  we keep running into each other. Through face to face meetings  maybe, but also online. We connect and re-connect in the events LinkedIn groups, on its Facebook pages, websites or via  hashtags. Giving us another umbrella to build relationships.

In fact the phrase ” long term relationships through a shared experience” was one of the tweets I sent  during an online event, the weekly #expochat that  @tracibrowne invented .  Another  way of building relationships…and a great way to share experiences!

Probably this topic was  inspired by the festive season, peace on earth, bringing people together and all that, but nevertheless it’s true.  

So any resolutions for next year? Adding to the story, I guess. Happy 2014!

Let's keep in touch!

(workblog) 

The other week I was going through some old files, just looking if there were any data or details that I needed to get into the main database. And it struck me, that these pieces of paper really showed the big changes we have had in communication and connecting. In a way, a history just like the rings on a tree.  Busy years with a lot of letters and brochures , and slow years with almost no communication at all.

The best files are the oldest ones. You can see a change in pace, vocabulary and technology instantly.

We used to send letters in a very formal tone of voice and keep the carbon copies of them. So the file of association X starts in the ‘70’s, with these formal  letters and replies. If there were urgent issues, a telex was sent.  In the 80’s things were getting less formal, but we still kept in touch via letters. The occasional fax message appears in the files. Funny thing,  we had to put in a request  to send a fax and needed to get approvals  signed by  a manager before we were entitled to send it….imagine.  Then in the 90’s, communication via internet kicks in. The latest entries in file X are printouts of important e-mails, a signed contract (yey!)  and a message to check the database. Hah. I feel like an archaeologist.

Interesting to see how we connected with our customers and stakeholders over the decades.. . next to face to face, obviously. 

Did we do a good job? Probably…but it’s a new world now. We are connected all the time. We talk via mail and social media, via whatsapp and other tools, wherever we are - mobile and  free. We are updated  on a real-time basis, and are used to getting  answers to our questions even before we send them..

In 2013, “let’s stay in touch” means keeping the conversation going all the time. It means being in touch with machines, objects and  services, as well as talking to friends, delegates, companies and clients.  Whoa. Talk about connecting…

What does this mean for the events industry? How do we merge all these connections into our face to face meetings? We are talking with delegates, exhibitors and other stakeholders on a day to day basis. How do we do that?  Are we truly connected all the time?

I often see events with “see you next year” banners at the exit . Pretty old skool, don’t you think? I hope to see  “see you tomorrow” pretty soon…

(inspiration for this blogpost came from our  new Connected Society report.  Made me feel both nostalgic AND anxious for the future J . If you like, have a look and let me know what you think: http://www.rai.nl/en/amsterdam-rai/News-Press/nieuws/Pages/Connected-Society.aspx

A hybrid fairy tale

Once upon a time there were two neighboring countries called “Outside” and “Inside”. The border was marked by big gates and fancy welcome signs, but appeared to be the most quiet on earth. For no one living in Outside seemed interested to visit Inside, and Insiders were never seen on the streets….let alone near the border.

King Content was ruling Inside with a college of  writers , his subjects happy to exchange thoughts online and in blogs. On the other side Queen Experia and her court-engagers ruled the Outside, with lots of people in the squares engaging in conversations and laughter.

A happy lot on each side, but safe to say that tourism rates were slow. Really slow.

Years went by and even though the countries were aware of their neighboring state, the borders remained the loneliest place on earth.

That is…until one fall afternoon. It just so happened that the Outside was having its annual conference near the border, and only a brick wall separated  Outside from Inside. Spirits were high and people were busy visiting sessions and keynotes, listening and talking, enjoying networking sessions in the sun with lots of food and entertainment. ( Just too bad that the sessions were not recorded.)

The joy of meeting people was so great that the mere sound of the conference drew lots of on-site registrations. In fact one of the conference rooms was so full that its breakout session literally turned into a break out: the wall of the room, which was situated on the border, broke down.

With a huge turmoil the bricks collapsed and revealed a small room, where one person was happily tapping on his keyboard and looking at his screen.  He was in tweeting  with lots of Inside people because they, too, were having their annual online conference, with chats  and webinars connecting  lots of people.

And then? Magic happened! An Outsider almost fell on the Insider and before they knew what happened, they  shook hands. The touch of that handshake was so powerful that the Insider tweeted about it…instantly reaching all Inside delegates. And also reaching the Outside delegate, who looked in awe at the online discussion as it developed. He immediately searched for his smartphone  and joined in the conversation.  And they were not alone… in the moments that followed, both Inside and Outside people gathered at the border, engaging in face to face conversations and online talks with the people that stayed in their homes.

For the first time both countries truly connected, and in the days that followed both the physical border and online communities were really busy; all wanted to learn about their neighbor. They  decided to merge their conferences, and when the face to face event was joined with year-round online content, it grew to be one of the best events in the world. With the best of both worlds, really.

Oh and yes,  the King and Queen got in touch as well and hey, since this is a fairytale, who knows where that story will lead to…  

Old things, new eyes

This summer I have been writing my trends report on meetings and events for the time to come. All about new and exciting things and a change of an era, but also about a mix of generations and the keeping of good and valuable things. Because it is surprising how old favorites shine in a new light when put in a different context.  A spoken word, a touch, a room. New connections.

This weekend I have been helping my parents clear part of the interior of a holiday house they have used for 40 years. They are in a fortunate position; the buyer of the house is happy to use most things in it, and all they have to do is select the items they want to keep and take them home. The things that are staying will see a new use, new eyes, new ideas, and will be joined by other stuff.

See where I am going with this? Indeed, a small step from interior decoration to meeting design J .

I like that idea, the combination of old and new things that make up a household. Or a conference. Or a tradeshow. A mix that shows a personal signature, ultimately unique. Never brand new all at once and never static, always with the main objective of its users in mind.

Adding furniture, changing color, re-using rooms. And occasionally a new roof or a new owner. Stuff that one generation throws out, is the cherished antique of another. The mix of it all makes it interesting! Plus a fresh pair of eyes.

So are there any things from that old house coming home with me? Sure. Meet my new pepper and salt buddies: from kitchen cupboard to conversation piece….I bet THEY would work wonders during a conference networking break !

(meeting) ( architecture ) inspiration

Recently  two museums caught my eye and reinforced the vision that to really innovate and improve meetings and events we need to look outside our own profession. How are other venues engaging with their visitors, their audience? What are they telling them, how are they making their stay a pleasure?  

First there was the intriguing Musée du Quai Branly in Paris, which shows art from Africa, Asia, Oceania and the Americas.  Although an interesting collection, it was the building itself that spoke to me most. With a large green vertical garden enriching the exterior and a garden with great variety of plants and  noises leading into the entrance, it made a perfect harmony of inside/outside (not to mention that it really is a “green” building). What an experience, just walking to the entrance.

Inside we were “greeted” by a permanent installation called “The River”, words flowing down a pathway, making you want to explore its source. It brings you to the permanent collection that lies on the same pathway, with larger and smaller exhibits on each side, eventually bringing you back to “The River” on your way out.  

Lessons: connecting inside/outside, flow, engagement, a double “wow” in the entrance (and exit), visible sustainability. This museum would make a great model for a meeting layout. Just think about it. I know I am!

The second was the great building of MAS in Antwerp, Museum aan de Stroom (which means it is situated at the river). It has 10 floors, the top one being an observation deck that is open to everyone: you don’t have to buy a ticket to get a great view. Every floor tells a story about the city and its inhabitants and shows a new view of the city itself through huge windows, as you go up floor after floor.

The exhibitions on each floor have the same pattern: a small entrance room with a unique experience (no, I am not telling what they are!) brings you into the actual collection, with  more detail on your mobile phone if you want to. On your way out there is an invitation to participate in an activity connecting you to the story. It brings an element of surprise and familiarity at the same time, and gives a great topic for your conversation as you go to the next floor. 

One floor has its collection open to all visitors: it houses the public depots and gives the non-paying visitors and idea of what the museum is all about. Sharing a bit of the history of the city and its collections with everyone, and probably convincing some to go and see the rest of the collection after all.

Lessons: connecting inside/outside, engagement, interaction, wow factor, use of tech, segmentation, ease, rest, sharing. How would this translate to a tradeshow? Just think about it. I know I am!

Main lesson learned? Go visit a (new) museum. Anywhere. It will teach you.

I am eager  to see what our Amsterdam Rijksmuseum will be like when they re-open in spring next year. I’ve seen images of a small plane on the top floor, and a very crisp new logo – can’t wait!

The ROI of 5000 tweets

Once in a while I need a momentum to reflect on time spent, and to see if it was time spent well.

So there it is: almost 5000 tweets, not much for some, a lot for others.

How did I do on spending my time? And why did I start tweeting in the first place? Have to say, that ROI was not top of mind at first. Experimenting and learning was…

I started in the second half of 2009 wanting to find out if there were any conference and exhibition people out there, people I might know. Had no idea what to expect. Well, there were not many in the Netherlands but as soon as I found out how to search and navigate and who to follow things went their own way.

Investment:

Only time, but lots of it. There is no way I can say that it only took minutes. Evenings spent reading, looking at hashtags, following conversations, looking up links and searching for old and new friends. I did not document the spent time that well but at least an hour every single day might be right. Maybe more. And much more, if you count the time reading blogs and links.

Return:

A network of great people around the globe that are working in the events industry, sharing their ideas and views, giving an insight into their worlds and bringing up topics that are worth discussing in tweetchats or blogs. A world of knowledge that unfolds and presents itself, only if you are willing to participate. Communicate. And share as well.

Learning of events related initiatives, new events, organizers, networks, research, reports, all the trends in the meetings industry on a day-to-day basis. Sometimes by just asking. Often in a tweetchat.

New friends and a better understanding of old ones, finding it easier to start conversations with complete strangers.

Re-connecting in other networks by linking my tweets

The phrase “just do it” for a non sportsperson finally making sense: the start of this blog, encouraged by @jenisefryatt, and the start of a tweetchat for #euventprofs. The results are not always encouraging (last chats were pretty low on people) but the fact that you can just start something and see where it goes was a great revelation. Know what you want and see if it works. Just do it, dare to fail. And that is a pretty big lesson.

So was it worth it?   Personally? Oh yes. Professionally? Oh yes. Ready for my next 5000!

Show and tell –a junior conference?

guess what David´s talk was about...

To start with: in The Netherlands there is no such thing as “show and tell” that American schools have; we are not taught to speak in public. So when we do, it is a big occasion. It is a once- in –a-year kind of thing.

The past few weeks all children in my son’s class (he is 11) we assigned a “spreekbeurt”, a Dutch word that literally means a “turn to speak”.

The rules for this class assignment were simple: talk in front of the class for 15 minutes, chose a subject that is a bit more complicated that “my cat”, have five research questions that include some history of the subject,  make a visual presentation in Powerpoint, and use your own words,  preferably refraining from written notecards (as we Dutch would call, spiekbriefjes).

I could not shake the idea that for them it was comparable to speaking at a conference.  Being a bit anxious,  checking your facts over and over again, trying out  several versions of your Powerpoint (best stay safe, there might not be a good connection for a Prezi). And then, at last, standing in front of your peers, connecting with them.

The funny thing is, as my son returned from school with his remarks about the presentations, he sounded like the content of some of the conference blogs I read:

Do not read your Powerpoint sentence by sentence: it kills your story. And try to use as little text as possible.

If you are not teaching your peers anything new,  you are merely filling time. Be critical.

No matter how nervous you are, own your story and tell it form the heart: authenticity works and your passion will shine through.

Do not stand still. Move around and engage all of your audience by asking questions during your talk; do not forget the people in the back of the room.

Have humor, make a joke, wake up tour audience every five minutes or so: their attention span is not that big and they will remember that they laughed.

It’s all about experience: If you talk about ”911” and you know an ambulance driver, let him drive it to the school and show the real thing.

Engage your audience: share your story, don’t just tell it. Encourage questions and ask them.

Give a speaker immediate feedback and share it with the group : learning points are not just  for the speaker.

Nice tips, thank you class 7b! Sounds like good advice for me, too. I wish I could be more often in this classroom, I would probably  pick up some great tips for my day-to-day work routine as well. I wonder what we would learn if we could let them stage  a trade show J

Confessions of a virtual attendee

I don’t know about you, but I don’t  travel to that many conferences and events. As a face to face  attendee I attend only a few meetings annually. I have to choose them with care, finding a  balance between learning and applying the new stuff in my daily routine. I prepare, enjoy the networking, chose my sessions beforehand, take notes, follow up, connect. To be honest, no matter how long I have worked in the events industry, face to face events are still pretty special to me and I treat them as such.

But what about hybrid and virtual events? How am I treating them? Honestly? Not so good.

As an online attendee I “visit” events all the time. I love them. And there are so many conferences, webinars and lectures to watch and participate in, events that are streamed, especially from the USA. And it is easy to attend – almost all events are in the late afternoon and evenings, thanks to the time difference between the USA and Europe.  Yey, I can double my working hours! Sounds like a good deal. Work in the day, learn in the evening.

So, why is the ROI from online events often lacking? What am I doing wrong?

The answer is surprisingly simple: I overeat. Even though the content of all events is appreciated, I don’t prepare for virtual events as if they are special. I attend too many. They become ordinary, mainstream, talking websites (and don’t get me wrong, the events are not the issue here. I am)

Hm. I can’t believe I let that happen.

So this year I will do it differently. Apply a few “how to attend virtual events” rules:

Choose with care – no matter how easy it is to attend, or how ample the choices are. No one goes to a couple  events each week. Let alone follow up on them.

Take “travel” time – white space before and after the event, preparing the sessions, determining ROI beforehand.

Keep a clean desk – no distractions, only the event. Earplugs, notebook, no mail, no work. Multitasking out of the window.

Engage, connect, and participate. Really. Engagement (often an issue for virtual event organizers) is in my opinion also a job/responsibility of the virtual attendee:  even if your event site is grey and dull, I should find enough to keep me engaged in your content, communication options and enthusiasm . If I only stay because of a game or layout, then I should just do another level of Angry Birds.

In one word: BE at the event.

Postscript:

BE at the event. Well, I am trying. Engaging in PCMA and Virtual Edge Summit to start with. Both having a break while I write this.

And both leaving me with a question: could we have a session on “how to be a virtual attendee?”. And promote us as a part of the audience that is not going anywhere?
I have heard so much about using virtual as a means to attract face to face delegates, that somehow I feel that I am just here as a temporary item….  

Are we on the same page ?

This week we had a tweetchat with European event professionals. It is a small chat we just started, but already it has given me lots of food for thought.

We were talking about scares for the events industry and @triqle mentioned seeing a “larger and larger 'imagination gap' between tech possibilities & planners”, which triggered something that I have been chewing on for a while. Are we all on the same page when it comes to event technology and social media? Or at least reading the same chapter of the same book? I wonder…

Early October I participated in a meeting with European association executives. During one of the discussion sessions we formed groups to talk about social media.

I was prepared to have in depth discussions about the use of various platforms, tech needed for specific issues, mobile and hybrid solutions, but found myself talking with quite a few associations who were just beginning to find out about new technological possibilities, never saw a tweet and not sure about the impact of a Facebook page. Never had the need for an app for their event, but in a way feeling that they should investigate. What if their members expected this?

Well, they do. Most of them. Soon.

Even though it seems that we are all using roughly the same new technologies (and I am not an early adaptor in most of them), in fact we are not. Planners, associations, exhibitors, event organizers and their visitors all have very different skills and needs when it comes to event technology, mobile platforms and social media.  New segments in visitor needs, new ways to deliver content, a whole new chapter… and a need to see that we are probably not all on the same page.

It is time to address the "information and imagination gap" and start segmenting: I would love to see events where the same content could be custom made to appeal to all delegates: in classic conference setting, in unconference rooms, as a game, online, in an app, streaming… it would be really something if event technology could be tailor made for each delegate: content and community as you like it.

And if you don’t know where to start  find a tech interpreter: the only way to  make sure that to bridge the imagination gap, we should at least be reading the same book. With a sequel, of course.

The tree of life…as in live meetings?

It is autumn again, and leaves are falling from the trees, some boring black and grey, some stunning red and orange. It won’t be long until trees are showing their incredible structures again, bare branches and trunks showing balance and rhythm.

I like bare trees, I always think about a tree like structure when I am working at big projects. What is the main question, what are the side steps, where are the roots of the problem? What is the soil we are working with? How long do we have to grow the tree? What is expected of it? Fruit? Shade? Are we looking for an apple or a pine?  

In a way a tree can be a metaphor for a meeting or trade show, too. Not in the sense of looking at young or mature events, or the product life-cycle, but by looking at a perfect season. See your event as a tree during spring, summer, fall and winter. What does it tell you each season? And what do you need to do to keep it healthy?

I can use our plum tree (beautiful yellow Mirabelle de Nancy) for this. It is our only tree, we have a small back yard. We grew it from scratch and it took years and years before there were any flowers, let alone plums. And then, when it finally decided to flower and bear fruit, it gave us more than we could handle. Enabling us to share its results.

Spring

New leaves are growing. The sap streams are starting a new year in the tree, and it is ready to lose the branches it does not need. The tree has its flowers and looks stunning. When the blossom fades, leaves are growing bigger.

Suppose this is the time of your live event: look at it in full bloom and decide where it needs changes. Use feedback from delegates and visitors, now is the time that they are actually experiencing it. Learn to enjoy your event: the live meeting lasts only a short while..   

Summer

The tree bears fruit, size and sweetness depending on the hours of sunshine. Bad summers result in fewer and smaller plums, but even they provide a harvest. The tree attracts bees and other animals. Leaves are in full shape. Fruits are given to friends and neighbors; they can use them as they want.

This is the ROI time of your event. Your delegates and visitors are back home, and should be feasting on the knowledge and experience you provided, depending on the surroundings they can share them with. And use it in various ways: blending in with their specific work environment or needs.

Fall

The leaves are falling. Sometimes slowly, but often it only takes a few autumn storms to blow all leaves on the grass (of the neighbors house, most likely). The tree gets bare and I see its shape again, after a period of growing and changing. What is different?

Perfect timing to reflect on your event. Do you still like what you see? Where do you need to make changes?  

Winter

When a tree sleeps, it is ready to be moved if there is a need to do so. It can get used to new soil and can endure changes. Also, it is getting itself ready for a new season. Even though the tree might look bare, you can already see the buds of new leaves taking shape.

So anything you want to change, do it now. Perfect timing for behind the scenes work, setting out new strategies, finding new points of view. In winter the year changes, and we are all ready for a new beginning. Ready to get involved in new things, or have energy again to revive old ones.

To enjoy the blossom of a next year.

( of course the fruits of this tree can serve as an example for the year round online presence that supports your event. Preserved as in a video still, to be eaten at any time, be it on bread, in a glass or over ice cream) ...

What can I say. I just like making comparisons... will try something else next time.

Are you ready for “Family” meetings ?

The other night I was reading  about generational studies in events. Organizers and exhibitors trying to cope with Generation Y, trying to encourage them to come to their conferences and exhibitions. Searching for answers to this generation’s abundant use of technology, short attention span, here-and-now mentality, and need for instant gratification. Finding a balance between Baby Boomers, Generation X and Generation Y.

Wait a minute. Where do I recognize this from?

When I look at my personal environment, such as my family, I see all sorts of age groups sharing space, life and interests. What would happen if I use my own family as an inspriration for events?

I know it is not a good idea to bring your work  “back home”, but in this case it might just work.  Not because I like to work from home (sorry family!), but because my home environment can bring inspiration to the workplace.

Take a family birthday a few weeks ago. Remote (phonecalls, emails) and live (parents, children, grandchildren) attendees. If I were to look at it as a “conference specialist” , we had a  main conference, breakout sessions, catering breaks and  a keynote speaker. Attended by  at least 3 different generations, both online and face to face.  

So what made it work?

Know your audience

Make sure you know who to expect at your party! Have plans for all age groups and interests, but remember that they are all coming to the event because of you, the topic, the cause. So don’t overdo your segmentation and leave room for improvisation, unconference. Small groups are pretty good in organizing themselves.

Find common ground

Even though our lifestyles can be very different, we all have someting in common. Our DNA, anyway. And just as in any other community that is formed around a topic,  profession or interest,  you do not get to choose the members. They form the group that shares your interest, and that is a great starting point. Be part of the community, and learn about them.

The young teach the old

New technology can be overwhelming, and use of tech tools changes every month. Let key users, the ones that were born after the birth of the internet,  show you how they use it, and why. It helps to shape an event into a hybrid that all age groups can enjoy, with maybe shorter sessions and more Q&A. And more screen time…

The old teach the young

Learning from stories and experiences is so important. Talking to industry leaders and hearing about both best practices and failures, engaging in Q&A sessions ….. it makes younger attendees connect with the industry’s history, and be part of it. Share an experience. Bond.

Let’s face it: we live with different generations every single day, and  catering for different age groups at events is in our system  anyway. So pick your familiy:  All in the Family, Married with Children,  Modern  Family…  and transform it into a family meeting.

How would YOU like to feel special ?

This August we were in Italy, with our ten year old son. We were in Tuscany and planned to visit some of the great cities and works of art. I was a bit worried about that. I am a former  art historian and can be in churches and museums all day, but my son likes to run, hike, swim, game, and do all kinds of activities that do not include old buildings (unless there is a tower to climb).

He is a child of the 21^st century, fully online, used to the  internet, You Tube, building games… His school lessons are crammed  with digital images, TV and online quizzes, and I guess it won’t be long until he is on Facebook or something similar.

 But there we were, looking at a beautiful fresco in one of the Sienese churches, and he said: “Is this a famous old picture? Because you know, if this picture is really that special, and this is the only place where you can really see it and almost touch it, and I am the one looking at it, IT MAKES ME FEEL SPECIAL, TOO.”

Wow. Just like that he nailed a key ingredient of the meetings industry for me. Feeling special. I never thought of it from that perspective.

Feeling special. More so, knowing that the encounter you have, looking at a real thing or talking to a real person, or having a real experience, cannot be duplicated in exactly the same way. No matter how many copies you make. It is in the here and now, and totally involves the personal experience of the attendee. An experience, by the way, that does not need to be “original” all the time (which was another key takeaway for me, looking at my son). After all, we all like to do the same thing, sometimes. It does not mean that the experience is less genuine.

So when do your attendees feel special? With a keynote speech and personality  that leaves them with a personal goal and an upbeat attitude? With a balanced meal that gives them brainfood for thought AND a satisfied stomach? With an open discussion that gets their adrenaline going and  truly connects with other attendees? With an app for their event that starts when they leave their front door?

And when do your  hybrid attendees feel special? With a programme inside the physical meeting that allows them an experience that truly connects them? With pop up international Google + hangout discussions  that suit their schedule and timezone? With a virtual emcee that acknowledges their questions and gets the answers?

Making people feel special. Core business for venues, suppliers, planners, exhibitors and organizers. Feeling special inspires involvement, engagement, learning, ROI. Getting the most out of an event.

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The rest of our trip to Italy we sort of alternated between the swimming pool , hikes and works of art. He made numerous photos with his Nintendo DSi and tried to capture all the main sights digitally. In that respect, he did not care about being original himself. And that was OK. The main attraction were the real things, the “live events”. Because they made him feel special.  

Who’s community is it anyway?

Lately I had had a few discussions with friends about communities. A word that seems to be one of the buzzwords. “Old” communities, as in buying addresses and thinking you own them, and “new” communities, as in people on Facebook or Twitter with shared interests and “like’s“. These friends were old friends, by the way, as in before Twitter or Facebook or anything online. Yes, we DID connect before online existed.

Key issue was the sentence: “I have this community”.  

Is that possible? As in a medieval king who owns people?  If not, then no way you have the community. I looked for a definition, finding that a community does not only have a common interest, but also interacts. And oh, it's mostly a free will kind of thing. So even though you know for sure that the people behind your addresses are in fact talking to each other and are a real community, all you have is database, and you're looking for opt in.

So what about events and communities? Does a meeting or a tradeshow own a community? Can organizers and associations speak of “their own” communities? It is a weird idea. And in a time when people chose their connections for more diffuse  reasons and via multiple (online) channels, membership of one specific organization might even mean less than it used to.

But then again, I also  talk about “my communities“, as in “the communities that I am proud to be part of”….    

I do not have it, I engage in it. Community. It is just a sense of belonging.