Event Planning

Start Now! Tips to Prepare for Returning to Face-to-Face Events

A presenter giving a live presentation to an audience at a trade show

Are you ready?

Ready to connect in-person and reap the ROI that only comes from face-to-face marketing?

Ready to fire up your live presentations, meetings and exhibits with a new focus on safety and efficiency?

The world is ready.

Ready to say goodbye to virtual events. We see a future for them in hybrid models, but as a substitute for in-person marketing, they often fall flat.

– A new study by the Global Association of the Exhibition Industry finds “Exhibitors have a strong preference for live events—networking in particular—and feel digital events currently don’t provide a good ROI.”

– Glitches, screen fatigue, oversaturation and distractions … this Forbes article spotlights why in person events beat virtual events every time.

With COVID vaccinations and rapid testing ramping up, officials predict a return to a more normal-feeling world by summer/early fall. That may seem like a long way off, but when it comes to planning a great live experience, you’ll want to start now.

Get ready to go live!

Great experiences take time to create, especially since you may want to re-envision your approach. As you prepare for a new, safety-conscious world, here are three things to consider:

1. Plan a Presentation. Social distancing means minimizing close encounters, which means your reps may not be able to spend as much one-on-one time with prospects. A live presentation can ensure your visitors get a full, succinct message. Spacing the audience on squares or seats lets you limit capacity and control distancing, while running presentations back-to-back with a double cast lets people who missed one show return for another.

2. Re-think theme and graphics. It’s a new year and new chance to make a splash. Craft something that will make your return to the live events space shine. Be sure to include an inventory of graphics. Which will need to be replaced or refreshed? These often take the longest to plan, design and get approved, so create a production schedule now.

3. Consider a contingency. Could a hybrid model—a live experience with a complementary website/virtual option—help cover you in case a show is canceled? Plan each in tandem so they work together to help achieve your goals.

We’re ready.

MPG is ready to create experiences that connect in new and exciting ways with a focus on safety. We’ll help you get the most out of your investment when live events come roaring back—and the time to get started is now.

Contact us today. Let’s kick off a better, brighter year together.

Advocating For Our Industry – Bringing Back B2B Events and Jobs

Socially distanced audience at the Together Again Expo

The past five months have been hard on the live events industry. An estimated 6.7 million jobs have vanished as Covid-19 forces the cancellation of conventions and meetings. The economic impact to cities is also grave as hotels, restaurants and other hospitality businesses lose customers.

Our clients are in a less-than-ideal spot, too. We’re seeing and hearing that digital experiences, while a great stopgap, aren’t providing the same connection, awareness and ROI that come with in-person events.

The good news is that safer events are possible and starting to happen around the world, led by innovative professionals dedicated to ensuring the safety of attendees, exhibitors and staff.

Our industry is resilient and innovative. We know the fight against Covid-19 will be a marathon. In order to lead with hope, we’ll need to work together to educate our local, state and national leaders, as well as other decision makers, about the benefits and needs of the live events industry.

B2B Does Not = Mass Gathering

In her Summer 2020 update, Cathy Breden, CEO of the Center for Exhibition Industry Research, says exhibitions in the U.S. are categorized as mass gatherings rather than controlled environments.

As we saw at the Together Again Expo in Orlando, meetings and conventions are nothing like festivals, concerts and other events that are lumped into the “mass gatherings” category. With limited capacity, masks and temperature-check requirements, mandated traffic flows and constant sanitation, they absolutely are controlled environments. This is a message our legislators need to hear loud and clear.

Face-to-Face is Vital to Business Success

Breden also had some enlightening insights during the State of the Industry panel at the Expo. Within the consumer sentiment surveys she’s reviewed is a “pent-up demand for a return to live events.”

“Exhibitors have told us they’ve lost leads and sales opportunities, not having the ability to build brand awareness they’re accustomed to at live events, and a difficult time in maintaining and building the types of relationships with current customers and prospects (that they could face-to-face). And of course many companies launch new products into the world at live events.”

Safe Gatherings Are Possible

The Together Again Expo demonstrated how a convention can operate safely. Just prior to that, an estimated 12,000 parents coaches and kids participated in the 2020 AAU Junior National Volleyball Championships in Orlando. Reports are that there were no positive Covid tests after that event.

Many organizations have written guidance on how to safely and effective return to events. And some countries have started exhibiting again.

Raise Your Voice

Whether you’re an event professional or marketing manager, we need to educate legislators and political leaders about the impact of live events and the need to support them through financial stimulus, tax credits and other initiatives that help the business event ecosystem.

Talk to your elected officials. Do your homework on the issues before Congress. Take action!

Here are just a few of the organizations and initiatives that are advocating for our industry.

Exhibitions Mean Business

Go Live Together

Events Industry Council

Lead With Hope

2019 was our industry’s best year ever. With collaboration and creativity, we can return to that kind of success.

According to David Dubois, president of IAEE, China’s event industry is stronger than it was pre-virus. He expects parts of the U.S. to start slowly ramping up in early September followed by parts of Europe.

And Karl Ely, Vice President and Publisher at ASAE & The Center for Association Leadership, says the digital events so many companies are turning to now come with a “silver lining” in that they’re drawing in people who will be more open to attending live events later.

As companies and attendees grow more comfortable with gathering again, it’s up to us to model what safety and success look like. The precautions and protocols we develop now will only help us be better prepared to face the next crisis, whatever it might be.

To discuss how our MPG team can help you get back to in-person events, contact us.

Innovating for Safety: Returning to Exhibits and Presentations

Stage at the Together Again Expo

If 2020 has taught us anything, it’s the importance of flexibility and innovation. As Covid-19 continues to challenge marketers, we’re talking with our clients about how they can adapt to safely exhibit and sponsor events at meetings and conventions once again.

The reality is that Covid will be with us for some time. And while digital events have been a great pivot for these early months, we’ve heard and experienced a “pent-up demand for a return to live events.”

Those were the words used by Cathy Breden, CEO of the Center for Event Industry Research, at the Together Again Expo in Orlando as she described the consumer sentiment surveys she’s been reviewing.

“Exhibitors have told us they’ve lost leads and sales opportunities, not having the ability to build brand awareness they’re accustomed to at live events, and a difficult time in maintaining and building the types of relationships with current customers and prospects (that they could face-to-face). And of course many companies launch new products into the world at live events.”

Every business is different. Companies must make the call whether to attend and/or exhibit at conventions and meetings. In many cases, those decisions are driven by things like travel restrictions to and from destinations, as well as quarantine requirements upon return home.

But it can be done. And we are excited about the creativity and commitment to safety shown throughout the industry. When it comes to individual exhibits and presentations, the experts on our team are planning to:

Cut Down on Crowds – Reducing capacity within tradeshow booths is vital, and organizations like the Global Biorisk Advisory Council have issued guidelines to help ensure each person can have 6 feet of space around them at all times. At MPG, we’re reviewing current booth layouts and expectations to determine how best to keep visitor count at the “sweet spot” of reaching as many as possible while maintaining social distancing.

Make Traffic One-Way – MPG has always advocated experiences that have a distinct journey, including a well-defined beginning and end guided by friendly ambassadors who keep things flowing smoothly. Traffic control and pulsing is one of our areas of expertise, and we anticipate utilizing it even more in the coming year.

Design for Distancing – Overt and subtle cues help visitors stay in their own zones. Seats in our presentation theaters will be spaced six feet apart. Furniture can be placed strategically to encourage distancing. And touches like drapes, plants and lighting can help create a warm, welcoming atmosphere.

Go Touchless – At a time when touchscreens, games and other high-touch interactives could help spread disease, live presentations are going to shine. They’re a great way to deliver a complete message and engage your audience safely and succinctly. At the end of the experience, rather than handing out sample bags, consider giving a code visitors can enter digitally to get samples sent to them.

Give Branded Masks and Safety Swag – Our MPG team sees this as an opportunity for our clients to transform their visitors into walking advertisements.

Dividers, Partitions and Shields, Oh My! – In areas where people will be in close contact, we’ll use transparent partitions to provide extra barriers. We also are considering a transparent panel between our presenters and audiences.

Re-imagine Panels and Presentations – Space chairs and podiums six feet apart. Instead of a shared mic, use individual mics or a boom. Participants should wear masks unless they’re speaking. And instead of a large panel, consider pre-recording the conversation on a platform like Zoom, then playing it back live.

Sanitize and Sanitize Again – While each venue should have services and guidelines for disinfecting surfaces and air, plan and stock up for your own cleaning protocols as well. At MPG, we already know we’ll be disinfecting our presentation theaters after every show. It not only reduces germs, it provides an added sense of confidence that we’re taking care of every detail to help keep visitors safe.

For the time being, these are “the new norms of face-to-face engagements.” But with a few modifications, we can still provide a great experience. To discuss how you can create a safer exhibit at your next convention or meeting, contact us.

Safer Conventions and Meetings: Glimpsing the Future and Gaining Hope

A socially distanced general session at the Together Again Expo

Conventions and meetings are coming back: That’s the message we heard loud and clear at the Together Again Expo in Orlando. In some parts of the world, re-openings already are happening. But they will look and operate differently—at least until Covid-19 is no longer such a threat.

The Together Again Expo was designed to showcase how an event can enable those all-important face-to-face connections while helping ensure the safety of all involved. Masks: check. Temperature checks: er… check! Staying 6 feet apart? Double check. Yes, it’s possible!

Exhibitors and attendees demonstrated best practices while sharing new smart technology and services in the arena of social distancing and elevated wellness and safety. In many ways, we experienced the convention of the future.

So what does that look like? Today’s post looks at the big picture, while our next one explores individual booths, presentations and meetings.

#1 – Partnerships and Planning are Key …

… With Health Officials – In May, the Global Biorisk Advisory Council, a Division of ISSA, the worldwide cleaning industry association, introduced its GBAC STAR™ facility accreditation program on cleaning, disinfection, and infectious disease prevention. It provides “third-party validation that ensures facilities implement strict protocols for biorisk situations.”

The Orange County Convention Center, where Together Again was held, has the GBAC accreditation, and many other venues either have or are working on getting it. Together Again organizers also walked through with their facilities and plans with the Florida Department of Health.

One other innovation we heard about was medical concierge services, which can provide 24/7 advice and resources to event participants.

… With the Hospitality Infrastructure – Everyone traveling to an event needs to feel safe from the plane to the hotel to the places they eat and the transport they take to meeting/convention sites. Airports, hotels and other service providers should be implementing their own safety procedures and seeking third-party verification such as the GBAC accreditation.

#2 – The Basics are Essential.

Masks and Temperature Checks Mandatory – At Together Again, participants received branded masks, and those who passed the temperature check were given an “I’m cool” sticker to wear.

Social Distancing For All – In addition to design that encouraged the standard “6-feet-apart” rule (more on that below), ambassadors roamed the area to remind people to keep their distance as they conversed and interacted.

Sanitize, Sanitize, Sanitize! Everywhere we looked, staff were wiping down surfaces and using electrostatic sprayers and other disinfecting methods. New technologies were also on display, not only to clean but to instill confidence in participants.  

#3 – The Guest Experience Has Been Reimagined.

Lower Capacity Lowers Risk – Future trade show floors will have fewer people, with entry perhaps limited alphabetically by time of day.

Traffic Flows Flow Differently – One-way traffic and wider  aisles reduce crowding and allow for social distancing.

Central Session Spaces Replace Breakout Rooms – The biggest change we saw was a central staging area where general sessions and breakouts alike take place. Seats were positioned six feet apart, and one design concept showed each with its own desk, storage area and power so attendees could create their own self-contained “pods.” This arrangement may mean fewer breakouts, or repeating sessions to maximize attendance, but it reduces traffic moving from room to room and avoids putting people into smaller enclosed spaces.

Other, bigger-picture ideas were discussed, too.

For example, organizations may hold more regional and local events vs. single big conventions so attendees don’t have to worry about air travel and/or quarantining upon their return home.

And of course, the “hybrid” experience we’ve all been hearing about is here to stay. Even when Covid-19 is no longer a major threat, allowing people to experience at least some of an event digitally from home can actually build attendance for future in-person events by building awareness and interest.

With all of these protocols in place, we heard many Together Again Expo attendees say they felt more comfortable there than they did at their local grocery store. It’s a testament to our growing hope and confidence that with collaboration, creativity and conscientious attention to detail, we can bring back live events sooner rather than later.

To discuss how you can safely host and participate in live events, contact our team.

 

Together Again: What Re-Opening Live Events Could Look Like

Together Again Expo in Orlando

Last week we did something we haven’t done since February—we attended an in-person convention. It felt wonderful and a bit odd. In the five months since Covid-19 forced the cancelation of live events around the world, we’ve grown used to experiencing them virtually. But screen fatigue has shown us that nothing can replace face-to-face interaction, and we’ve eagerly awaited the time when we could all be together again.

It just so happens that Together Again is the name of last week’s expo, organized by a group of intrepid industry pros who wanted to explore and showcase how live events can safely re-open. More than 1000 people gathered at the Orange County Convention Center in Orlando for a day of sessions and exhibits showcasing everything from state-of-the-art disinfecting to design for social distancing. Masks were mandatory. So were temperature checks. We found it hopeful and enlightening.

Why did we attend? Because, frankly, live events are an essential part of our livelihoods and those of others who provide services, goods and talent tied to tourism and conventions. An estimated 6.7 million jobs have been lost in the events industry this year.

But live events also are important to our clients. While everyone has made the “pivot” to digital (Another 3000 people participated in Together Again Expo’s live stream), we are hearing anecdotally and seeing in real time how virtual events can’t replicate the live experience. In a State of the Industry panel, Cathy Breden, CEO of the Center for Exhibition Industry Research, said in all of the consumer sentiment surveys she’s seeing, brands are reporting that they’ve lost leads and sales opportunities, as well as the ability to build awareness and relationships that they were accustomed to at live events.

Time and again during last week’s expo, participants asked the question: Is it too soon? Covid cases are still climbing, so should anyone be gathering for something as big as a convention?

As one panelist put it so eloquently, we are industry leaders, and leaders take risks. Someone has to go first.

Because live events won’t come back all at once, but they will come back. Some parts of the world are already seeing a return. And fighting Covid-19 is a marathon, which means the way we operate will be different for quite a while. We all need to be prepared to usher in the “new normal,” because while we want to get back to gathering and making money, the safety of attendees, exhibitors and staff is the most important consideration of all.

Over and over, this is the message we heard last week: We can do it if we work together.

Our team learned a lot at the Together Again Expo, and it gave us a lot of hope. In the next few days, we’ll be sharing more details and thoughts on safely reopening live events. We also welcome your questions and ideas. If you’d like to chat about how you can safely get together again, then contact us.

Yearning – And Preparing For – A Return to In-Person Events

People at an event

Times like these can teach us a lot: What a precious gift good health is, the importance of family, how to be flexible when our work and personal lives are upended. One of the most visceral lessons we’re learning is just how much people need contact with other people.

Not on screens, but in-person, face-to-face, honest-to-goodness physical interaction.

Even our most introverted team members are yearning to get together with friends, barbeque with the neighbors, and shop for non-necessities at a crowded market. Can you imagine how great it will feel to go to a birthday party again, eat at a bustling restaurant, attend a baseball game or see your favorite performer live in concert with fellow fans?

When all is normal, it’s easy to overlook how important these experiences are. When we no longer have them, we realize how much we crave connections—not just looking at each other through the windows of our computers, but looking into each other’s faces without barriers.

It’s this craving that gives us hope, not just personally but professionally, as we look at the future of live events.

For those of us who make our living creating live experiences, our businesses are being challenged in unexpected and unprecedented ways. We went from full schedules and rosy outlooks to cancellations and uncertainty as gathering in large groups has become inadvisable and even prohibited.

We’re exploring ways to weather the storm, helping our clients continue connecting with audiences in all of the ways that are currently possible. And we’re working on ways to evolve once the prohibitions are lifted. Because when we reach the other side, we think live events will have new importance. People will be hungry to connect and learn and share experiences together.

We know things will look and operate differently. We are committed to creatively addressing challenges so attendees can enjoy experiences in ways that are compelling and safe. It’s not just important to our business and our clients, it’s important to us as humans. Because we predict that when in-person events start again, they will be even more meaningful now that we’ve experienced life without them.

For many, the world will never be the same. We send our heartfelt prayers to those who have lost loved ones to Covid-19. We send gratitude to the doctors and nurses who have cared for us and those we care about, to the workers who have helped keep stores stocked and essential services running. And we send love to you.

We hope you stay well, that you find the support you need—mentally, spiritually, financially, or all of the above. And we look forward to emerging from this experience with you, to evolving with our industry, and to serving our clients – and each other – better than ever.

 

Make Magic by Expertly Mixing Education and Entertainment at Your Next Event

MPG hired a magician to help entertain dental hygienists at Crest + Oral-B's annual ADHA breakfast

How do you show 700 dental hygienists you appreciate them at 7:30 a.m.? By putting on a great show!

Crest and Oral-B attend the American Dental Hygienists Association’s annual conference to connect with hygienists and showcase all the ways that the brands support their profession. That’s because hygienists are vital to improving oral health, and they are major recommenders of oral care products.

Crest and Oral-B show their love by hosting a breakfast event that has become a “must attend” at the conference. It includes a healthy helping of product information and promotion for the brands’ Hygienist Proud program, but the key to success is an expert mix of education and entertainment. (For highlights, check out our video.)

If you’re hosting a VIP gathering and want to strike the right balance of fun and information, consider these tips:

Craft an Engaging Theme – It grabs peoples’ attention and opens the door for creative approaches to content. Our most recent ADHA breakfast featured a magician, so we created the tagline, “Supporting You and the Magic You Do,” then tied all elements to it.

Hire a Great Act – Taking a break for music, dance, a comedian or other entertainer not only makes the event more enjoyable, it can help with pacing. Have them perform one long set, or several shorter ones as intervals between more serious material.

Get an Experienced Emcee – A professional host can keep things moving, engage the audience, and put everyone from speakers to special guests at ease. Don’t leave this important role to someone on your team, no matter how great they are in front of a crowd. Trust us on this one, you need a pro.

Keep it Crisp – When developing your event script, try to keep the entire production under an hour. Be mindful of how long any single person or group is onstage. You want your audience to leave wanting more, not worrying they’ll be late to their next class or meeting.

Use Great Visuals – Hiring someone to create an event logo, a custom template, and even a few animations will pay off. Strive to keep a good variety of visuals onscreen at all times, from Powerpoint or Keynote slides to IMAG, which can be coordinated with your production company.

Speaking of which, MPG can help you engage, educate and entertain any audience. Contact us to chat about how we can make your next event a “must attend.”

 

<3 Your Audience by Putting a Little Love in Your Presentations

Photo by Obi Onyeador on Unsplash

A presentation is a bit like a first date. You want to be likeable. You want to make a meaningful connection. And you want to leave your audience wanting more. A good presentation can be the start of a beautiful relationship. So whether you’re appearing at a trade show or hosting an in-depth meeting session, try these tips for standing out and helping your audience feel the love.

Make It More About Them, Less About You – Craft your content around what will be meaningful to them. It’s fine if your end goal is sales, but offer something they can’t find anywhere else, too — unique insights, new research, or even just a memorable experience.

Respect Their Time – For a trade show booth, the ideal presentation runs between five to eight minutes. For longer presentations, try to break things up into shorter, sweeter segments. And don’t forget to simply thank people for spending time with you. It’s a simple gesture that goes a long way.

Engage Their Senses – For presentations detailing the science behind shampoo, we’ve passed around vials to smell and hair swatches to feel. We’ve even filled a theater with bubbles. Go beyond visuals, when possible, to craft experiences that feel immersive.

Entertain if You Can – For longer events especially, think about creative ways to deliver your content. Could you involve musicians? Acrobats? Dancers? Presentations of any length can benefit from audience involvement. And a fun theme can make even the most dry content feel fresh.

Make Them Comfortable – Consider the environment overall. If you’re presenting at a trade show, remember your visitors have been on their feet for hours and provide seating. For longer sessions in bigger spaces, make sure it’s easy to see, hear and get involved with the action.

Give Gifts – If your industry allows it, reward your audience with free samples or fun swag.

Follow Up – Don’t ghost them when the event’s over. Ask your audience to opt in for future communication, then send a little something of extra value: Exclusive content or a special offer. Remember, face-to-face marketing is all about building relationships.

Happy Valentine’s Day from MPG. To see if we’re a good match for your brand and message, contact us today.

 

Experiential Marketing White Elephants: Turn Challenges Into Gifts With These Tips

Happy holidays from MPG! As the year comes to an end, many of our clients are creating exciting new marketing experiences for 2019. Most projects, however, come with a few white elephants—challenges and line items that no one really enjoys, but everyone has to make the best of.

If that sounds like your next project, check out these tips for transforming some common live marketing white elephants into gifts your audience will love.

Challenge: Old booth or exhibit that generates little traffic

Transformational Tip: Consider adding a live presentation or live demos. Touchscreens and graphics rarely capture or hold attention. But a live person delivering your message creates instant engagement, plus the impression that your space is a “must visit.” Why be static and dull when you can tell a complete story with a personal touch?

Challenge: Highly technical content with lots of jargon

Transformational Tip: Find a theme that allows you to simplify while engaging your audience’s imagination and emotions. If you’re marketing to an audience of subject matter experts, you don’t want to dumb it down. But a layer of storytelling can bring your message to life and make it more memorable.

Challenge: Too much content

Transformational Tip: Spread it out over several mediums. Keeping experiences under five minutes—eight minutes max—keeps people from getting bored. Capture their attention first. Then post content experts nearby, hand out supplemental material, or direct your audience to a website.

Challenge: Too many cooks

Transformational Tip: It’s common to have a lot of stakeholders giving input and approval throughout the creative process. To minimize delays and bottlenecks, create a clear schedule with plenty of time for everyone to weigh in. Then create one point of contact between your internal team and your agencies.

Challenge: Unmotivated team

Transformational Tip: Face-to-face marketing is a specialty. Expecting your sales team to sparkle at a trade show for 8 hours a day may be unrealistic. Professional brand ambassadors, on the other hand, are experts at drawing people in, communicating full messages, and maintaining friendly smiles, even when their feet are killing them.

Do you have a project that could use transforming? Contact us to find out how we can make your message shine.

Jetting into the New Year with International Business Travel Tips

A few members of our team were lucky to spend some holiday time in Barcelona, helping with an international meeting. The event went well, but required quick thinking and creativity from everyone. That’s because weather snarled airports around the globe, causing canceled flights, delays, missed connections, and lost luggage.

Organizers who had planned to arrive a comfortable couple of days in advance got there the night before. A few key personnel arrived with just hours to spare. Many were without a change of clothes, let alone professional attire.

Luckily, most were able to fit in a quick shopping trip. And our team helped ensure that presentations were formatted, rehearsed and ready to go, even if the speakers were bravely battling jetlag. We learned a few things, that’s for sure!

So here’s our New Year’s gift: Tips for performing at your peak while abroad. Assuming you’ve done the basics, like making photocopies of your passport, securing visas, and getting cash in the proper currency, be sure to…

Store files online. Powerpoints, agendas, spreadsheets… If you’ll need it onsite, don’t let the only copy travel on someone’s laptop. Use Box, Google Drive or another online option to ensure everyone can access their materials from anywhere.

Rehearse at home (or on the plane). Don’t count on a leisurely rehearsal day to make sure you’re ready. Practice your presentation, with slides and any other visuals, well before you leave. If that’s not possible, spend some of your airplane time going over it in your head.

Be healthy before take-off. Travel takes its toll, especially if it’s drawn out with extra flights and long waits in airports. To arrive as fresh as possible at your final destination, start getting plenty of sleep, fluids and healthy food at least a week before you depart. While en route, drink lots of water, avoid caffeine and alcohol, and try to eat light.

Carry on toiletries, and a change of clothes. If possible, bring enough for a day so you can be fresh should your luggage get lost. That includes clean underwear, a toothbrush, make-up and an extra shirt or lightweight dress that looks more professional than your travelwear.

Pack energy food. There’s always a chance you’ll have to skip a meal, or that the local fare won’t appeal to a sensitive stomach. Bring granola bars, trail mix, pretzels—something you can eat on the go that will keep you fueled for the journey.

Let the hotel help. The concierges at our hotel were wonderful at tracking down our luggage and making sure it found its way back to us. Rather than spend time on the phone, struggling with an unfamiliar language, take advantage of the services available where you’re staying.

Save receipts. Most airlines will reimburse for the cost of replacing clothes and toiletries up to a certain amount per day. It might not be much in the long run, but every little bit helps.

Keep calm and soldier on. Travel woes happen—everyone understands that. Focus on what you can control: doing your job as well as possible. And, if you get a free moment or two, make the most of the trip by seizing the opportunity to sightsee. You won’t regret it!

Are you looking for a new experience in the New Year? Give us a call to discuss how MPG can put your message in the spotlight.