Why Some Events Sell Out and Others Don’t (2011 session notes)

Posted on December 19, 2011 by

Why Some Events Sell Out and Others Don’t

Facilitator: Traci Browne
Scribe notes: Sarah Vining

  • Make invitation only, first come first serve
  • Build the reputation and the people will come
  • Ego building, make them feel VIP by invitation only
  • Charge a lot or just charge; in general more likely to show up
  • Monday morning events, low attendance
  • Couple of people to decide that the event is brilliant, they’ll tell everyone (i.e. attendees who blog, video-blog, tweet from the event; hire 10 people to do it for your event)
  • “Celebrity” hit a blog on your event – you become lucky!
  • Events on Tuesday/Wednesday (due to travel) or Wednesday/Thursday (in-city event) creates bigger attendance
  • Holidays don’t make a difference in attendance if event has built reputation
  • People don’t register if they don’t get anything out of it
  • Do people attend for TSR? (Tradeshow romance) Should there be date night at these events?
  • Events where you’re matched by interests
  • Continuing education credits @ events
  • Back to traditional marketing (buying lists) to promote social media – lots of noise, explore marketing outside social media
  • Push content all year long – it’s about being lucky and catching someone’s attention
  • Does seeing session titles and speakers’ names drive attendance?
  • Media partners for events are responsible for promoting the event after it’s over
  • People can learn in the office, so content isn’t everything
  • Benefit of attending – key connections + face-to-face, but most events don’t make time for this.
  • Badges with keywords, what you want help with at your conference
  • Match-making with people who have common problems, e.g. sitting on a bus going to an event
  • Approaching bosses for permission to attend – are title of sessions necessary?
  • Why do people go to events? One ECDC reason: gorgeous men throwing axes (who knew?)
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What do Event Professionals Need to Know about Mobile Applications? (2011 session notes)

Posted on December 6, 2011 by

Facilitators:  Ashish Jain, a2z Inc. & Danalynne Wheeler, Sybase
Scribe: Danalynne Wheeler

Questions to Ask Yourself When Deciding to Build an App (and what the requirements should be):
- What is the need for this app – what do I want to get out of it?
- What does my audience need / what will they use?
- What devices does my audience use / how many & what types of apps will I have to build?
- Approximately how many people do I think will use the app (usually a small percentage of attendees)
- Do I want/need to track usage or any specific information from the end users?
- Do I want this app to tie into other systems, such as registration, session information
- How much do I want to spend (how much budget do I have)?
- Will I be able to reuse this app, or use it as a base to tweak/build upon for future?

What Should I Include?
Some of the most popular / useful items to include for event usage are:
- Conference Schedule & details
- Session Information
- Agenda Builder
- Exhibit Hall floorplan / exhibitor & sponsor descriptions
- Maps of the facility
- Information / maps for the local area
- Transportation (to / from the venue, shuttle service/schedule, public transit, taxi costs)
- Conference and/or session surveys/evaluation forms – must keep these short
- Game elements – i.e., check-ins, get codes from sessions or exhibitors & input to get points
- Twitter, Foursquare, or other social media links (for twitter, ideally should be set to automatically insert the event hashtag and show search results for that hashtag if possible)
- Social networking (if you are using Pathable or similar vendor online, do you want this to be mobile as well)
- News & important updates / information you want to highlight

Devices / Operating Systems
- Government attendees typically still use BlackBerries, and it’s hard to find an app developed on RIM anymore. They can use a web-based app, but the BlackBerry browser is notoriously slow.
- B2B audiences are now primarily using iPhones and, increasingly, Android phones. iPad usage is also on the rise.

Timing
In an ideal world, your app will be ready well in advance of the event, so you can promote and users can download & become accustomed to it before they get onsite. Realistically this doesn’t always happen. If you can’t deploy your app until you get onsite, make sure you have signage and whatever other methods of communication possible to inform your audience that the app exists – and why they should use it.

App Usage Tracking
Many vendors are not currently tracking app usage – they can track downloads, but it is harder to track actual usage time unless there is a login associated with the app, and frequent synchronization with the server/back end database. This will change as the requirements for analytics rises (a2z will be adding this functionality soon).

Logins
Some apps have logins, some do not. If you are going to have a login (to track usage, or gaming points, or surveys, or agenda) it is easiest for the end user to have this be tied to another login (such as the registration system).

iPad Apps
More and more iPad-specific apps are being developed. These can be utilized not just by attendees, but also by show management – registration check-in, information staff, exhibit reception desks & kiosks, credit card payments for items you are selling, inventory tracking, exhibit inquiry/lead tracking (and information dissemination), etc.

Mobile Payments
Other things discussed included mobile payments (Square). The cost is lower than most credit card companies charge, but the security risks may be higher.

IMPORTANT!!  — However you structure your app, make sure it is easy – and fast – for users to find the information that they need! If they won’t use it, don’t include it (even if it looks really cool).

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2011 event evaluations

Posted on November 21, 2011 by

2011 Event Evaluations

Don’t take our word for the quality of this event. Here are our event evaluations for 2011 completely uncut and uncensored

by Adrian Segar

As is customary for Conferences That Work, we are publishing all the (anonymized) evaluations for EventCamp East Coast 2011. So often, this information is restricted to conference organizers. I think this kind of transparency is important for any event, as it provides participants with feedback on how their experience compared with their peers, publicizes the positive and negative responses to the event, and sets the stage for the whole conference community to discuss ways to make future events better.

Let’s start with the ratings for the various sessions. I have amalgamated the ratings for the peer sessions.

Evaluation ratings Roundtable Peer sessions Personal Introspective Group spective Informal discussions
High 79% 73% 62% 70% 80%
Medium 21% 24% 23% 20% 20%
Low 0% 3% 15% 10% 0%

And here are participants’ comments on various aspects of the conference.

Pre-conference communications
Really loved the SMS text updates. This was very useful.
I felt there was a lot of communication regarding travel needs and what I should expect from the conference. There was also some reading material but not too much!
Loved getting the text updates!
Good
Timely and had the info I needed when I needed it.
Loved the text messaging.
I appreciate the communication prior to the event. It was helpful to receive emails about airport information, check-in, attire, etc. before arriving on site. At some conferences, there is absolutely no communication until you arrive on-site. Thank you!
Roundtable
Love the round table.  Not wishing to mess with the format, however, I wonder if some elements of this get to know everyone phase can’t be incorporated into an online community prior to the event.
Some of the topics were so high level that they could have benefitted from spin-off sessions: start at the high level, figure out what everyone really wants to talk about, then continue the conversation in a second timeslot.  Of course there isn’t enough time to do that, but maybe have some extra time on day 2 or 3 (again, hard to schedule)?
I love how the conference began with a roundtable discussion. It was a great way for everyone to get comfortable with each other and established a safe environment for discussion.
A really easy and concise way to learn a little about everyone early in the process. Also started the ‘thinking’ process about outcomes for the conference.
Enjoyed the break in the midst of the roundtable session – it was unexpected but a nice surprise that I can implement during my own roundtables (even in team building exercises in the office). The conference is as advertised, you truly do learn what you want to learn.
Peer session sign up
Loved it!  Especially fun when you know what to expect after already having been to one.
Worked out well.  I still think it could be even better with a combination of ideas solicited in advance (to give people a starting point – no signups, just suggestions) and ideas onsite, then have everyone go through the rest of the signup process from there.
This was pretty much as I expected.
Loved this part. There was something so great about putting something on paper that you wanted to have happen at the conference.
There should be tracks that are repeated as I missed some I wanted to attend.
Further session explanations welcome
I thought this went really well. And the munchies were – for me – the right amount and type of food to keep the conversation going and still have “dinner”.
Visual of the scribe from the roundtable near the sign-up table was wonderful. We could see who had expertise and then decide on topics that truly interest us – wonderful job Adrian and Traci for organizing this conference.
Pecha Kucha
I think in the middle of a traditional conference, pecha kucha is a welcome break.  But in the middle of a peer conference, it was a little jarring.
Too fast.  Would have liked each introduction to be longer.
They were interesting, and visually appealing, but I’m not sure how much I gained from them.
I enjoyed this but perhaps would be more fun/lively if we did it during a happy hour?
Was not a huge fan of this. I just didn’t really see the value and there wasn’t much explanation beforehand about what a pecha kucha was.
Applause!!!!
I enjoyed the Pecha Kutcha, but as discussed Sunday, to remove the stress and distractions for viewers, remove visibility of the timing feature
Community building session
Definitely felt like a team was being built
Went a bit too long.  Fun, but could have been better structured.
This was fun but we did a lot of the same things as we did in the improv class…
A few activities were at the improv session as well. Great exercises, but would have enjoyed more diversity
I didn’t feel this was as useful a closing component as the introspective session that followed. I think I might have enjoyed it more at the beginning of Camp and used this to shift a peer session from Saturday to Sunday.
Perfect session for the last day.
Personal introspective
Felt safe and am already using the skills that were passed-along
I would have liked more time to really focus on answering the questions in more depth
This was very helpful for me. Felt like I came full circle and a good end to the conference.
I received more than I expected and it was quite different than I thought. I miss my peeps!! It was good to hear everyone really speak from the heart.
A vital part of the process to close the event out. It’s a shame that everyone wasn’t able to stay.
Nice to hear each person’s insight. Helpful as I was trying to wrap my brain around things myself.
Group spective
Gave me a feeling of needing to take responsibility and follow-through because I felt part of the Event Camp Team.
I enjoyed it but can see that it might make some people uncomfortable.  Did feel a little like a support group :)
A little bit long, but very informative
I enjoy the process and would have rated it higher if more of the group could have participated.
Informal discussions
Wanted it to be more focused – with topic already selcted and it evolved differently than I’d hoped.
Some of the best conversations were the informal ones!
This was the most valuable part of the conference for me.
Every bit as important as the peer sessions. Valuable conversations and valuable connections were made. Thanks!
Which session or topic was most useful to you? Why?
Social media, cultural change, who we are and events – Even though we only scratched the surface here, I feel we touched on some very important information that I will be digging more deeply into as an events industry blogger, researcher AND in creating event experiences.
The Brain Sessions were very helpful, because I have to deal with so many different types of people I need to know how to communicate with them in a manner they will respond to.
Brain sessions – made me think the most, new information.
I think they were all equally useful. I was there to learn from my peers and that was accomplished.
Cannot pick one, Improv most valuable on a personal professional level. Event marketing – social media strategies on a business level
I think the Brain Friendly meetings. I really need to keep reminding myself that the body can influence the mind as much as the mind influence the body. And that I need to take better care of myself and my attendees. Thanks!
All of them were really useful and interesting. I really loved the hybrid meetings session as that is something we’re exploring in our company.
Exploring why some events sell out and others don’t – it was a topic that is informally discussed between peers but a great question.
Which session or topic was least useful to you? Why?
Pecha kucha – most of the info I already knew.  The info that was new to me, didn’t really stick because it went by so fast.
I found them all useful.
n/a
Online community management, wished for more diversification away form the bigger social media networks
I think just the informal community session on Sunday. Again, I might have found it more beneficial on Saturday. And it’s not that I didn’t like it – I did – but something needs to come last. Yes?
I didn’t find any of them ‘least useful’. All of them offered great insights, good practical ideas and lively discussion.
Event marketing – social media strategies to increase attendance. See previous comment. I did not gain much from this session.
What topic(s) were not discussed that you would like to have discussed?
Uncovering new client markets and building business relationships outside the events industry. The logistics and options involved in publishing a book that also serves as a marketing tool. Team building and team bonding activities
Woud like more information, or discussion about how to do more social marketing.
How to not cry when you have to say how you feel
Cannot think of one at the moment
Our main goal and purpose was to provide you with a personally and professionally valuable conference with your event industry peers. Do you feel that we were successful in this? Why or why not?
Yes!! You were very successful! Event Camp East Coast remains my favorite Event Camp for this reason. The depth and breadth of interaction it fosters is unparalleled in my experience.
I do feel it was successful. I felt like I made good supportive contacts that I can contact for information, advice and just to talk to. It was a safe and focused group that gave freely of support and knowledge.
Yes! Community & networking – and I loved the blend of experienced and inexperienced attendees: regardless of the level of experience, everyone there was smart, engaged, and brought a lot to the table.
Absolutely!! My boss wants the information for next year so he can send someone with me.
Yes, very. A mix of educational sessions for both areas
It was wildly successful. This is easily one of the most immersive, engaging, informative events I’ve experienced in my career.
I felt that the conference was perfect. I was/am distracted with some personal health issues that had just come to light on Thursday and that obviously distracted from my full concentration. The conference was wonderful and I hope to be able to attend this one and others in the future.
ECDC was personally and professionally valuable because it was an even mix – sessions were resourceful and exceeded my expectations and yet, there was scheduled downtime to connect with other attendees.
What did you learn at this conference that will assist you and your organization?
I learned that the subject of social media, cultural change and events is something I want to explore further. I learned that mirroring body language is an effective way to improve communications.  I learned that environment is extremely important to learning. Bright colors, nature, art help to stimulate the brain. I learned that David Adler thinks MeetUp is an important social media development relevant to events. I learned that shy people can come alive with encouragement at karaoke. I learned that quiet downtime really helps me to do better at conferences.  I learned a little more about how to network to get more business.
How more to deal with younger people and communicate with younger people – whether they be clients or colleagues. I’m the 2nd oldest person in my company, and at 45, that says something about the age.
Think outside the box (cliche, but true). Push yourself to try new things.  Ask for help when you need it.
SO many different things! How others are using social media, Google hangouts, team building exercises, etc.
To assess your events in a different way using a free environment
The value of this concept and the need for our events to work towards this goal for our attendees as well. To remember that everyone has some expertise to share and we all have something to learn from each other.
I learned that we aren’t alone as many folks said. I also found many helpful things to share about hybrid meetings.
I walked away from Event Camp with a new mindset and advice from people who were able to look my event problems and offer solutions. The group-spective was also helpful because we set actual goals and a projected time to achieving each goal.
What could we do better?
I think there could be a better way to reach new people pre-event. Possibly short half-day peer sessions offered for free so people get a taste of it. I think rather than having one Community building experience that lasts an hour, the same activities could be interspersed throughout the conference to keep brains alert and blood flowing – possibly one or two prior to every session.
Have a venue that wasn’t so cold.  Although it was comfortable and the food was good, the rooms were anti-stimulation and dulled the senses.
Warmer climate???
More information about peer sessions
I know it’s the cc model, but I actually could use less food.
I think it was all done well. If there are more attendees that aren’t staying on sight/are locals, perhaps having some things for them to do in the downtime when they don’t have rooms to go back to would be helpful.
My only suggestion is a personal preference; I hate to see pessimism from conference organizers, it’s contagious and attendees seem to follow the lead of their leaders. Throughout Event Camp, Adrian did seem negative about the venue. It was uncomfortable for attendees to be in the room while organizers bickered about the temperature in the room, who changed it or whose session it would be. Although, it could be a result of working and living in close quarters with someone after a few days. My only suggestion would be to keep it professional – as event planners, those type of discussions should be behind closed doors.
What one thing would you change?
Take out pecha kucha and community building and use that time to intersperse movement activities throughout the conference.
Venue.
Hold on the weekdays vs. weekend.
Repeating some of the sessions
Nothing, learning by doing
Love the concept of a venue and this one did a lot right. But if I had to change one thing, it would be trying another conference center.
I would have personally stayed on site.
What could we do at future peer conferences that we don’t do now?
A stronger online community built by encouraging interaction from everyone, even people who haven’t registered yet – w/ games, personality tests, contests.
Promote them to open-minded people.
More pre-show networking (for the people who do sign up early, maybe have “face book” online, or at least information / contact details shared)
Review the attendee’s job and what their company does
Not sure
I don’t really have anything beyond what was discussed at the group chat at the end of the event. I think a lot of things were identified in the deltas that you could try. They aren’t necessarily more “right” or correct than what was done this year. Just something different to try. BUT – that all being said – you did continue new things this year from last year’s event. Just keep that up and that will keep the event fresh every year.
Provide look-books before the conference (a few days in advance).
Would you attend a future conference of this type? Why or why not?
YES!! Can’t wait to attend this event again.  I LOVE it!!! Because of the fun, the interaction, the chance to talk about things I’m interested in, the activities, the chance to get to know people better.
Yes.  I felt it was valuable in developing new contacts and support systems within the industry.
Yes, provided the topic was relevant and I trusted the organization.
YES!!!!!!!
Yes! Absolutely
Yes. Again, easily one of the most engaging events I’ve ever seen. It’s been my refresh and renew event for the last 2 years to remind myself that I really *do* love this industry and these people.
I would. Wonderful experience.
Yes however not more than once a year. It’s an event that I’d find beneficial to attend each November or March; attending more than one event camp in a year seems unnecessary for me personally.
Comments on the conference logistics: facilities, meals, etc?
Liked that there was brain friendly food at all times.  Didn’t like having to hike to get coffee. Liked that everything was on site (including karaoke!) Didn’t like that the food was not always that tasty.  Though small, I liked my room. It was comfy.
Food: good  Meeting rooms: cold  Location: good (easy to get to from airport)  Venue:  Too sprawling and confusing and industrial
Very dormitory-like.  Good value for the money.
Was very good and had a blast!!
All were great. Great venue, great menu
IACC centers are always interesting. The food was fabulous and plentiful. Almost too plentiful. The sleeping rooms were adequate. Obviously a left over from their corporate training origins. And any venue with accessible wi-fi in this day and age is to be congratulated.
Loved everything especially the personal break stations in the rooms. The layout of the conference center could be confusing, but the posted directions on the walls to general sessions, break outs and guest rooms were very helpful.
Additional comments (feel free to include new directions/programs/event suggestions)
HUGE kudos for being flexible and bringing everyone outside to watch axe throwing even though it wasn’t in the original program.  I like that feeling that we aren’t married to the program. I liked getting outside. And axe throwing is interesting!
Sales & Marketing Tracks
I agree with dissociating from the Event Camp brand – maybe go with a media partnership and/or have additional sponsorships and slightly higher registration fees.
I made some life long friends and am eternally grateful!
Include event end time to avoid confusion when scheduling departures
I think David’s idea of rebranding is one to be considered and researched. It presents intriguing possibilities for moving forward.  Oh – btw – I had no questions on Pecha Kucha. Just a page. I thought they were great and would encourage continuing them in some way.

 

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Pecha Kucha: Build connections, gain business and personally grow by using the EIR social media strategy

Posted on November 20, 2011 by

Here’s Jenise Fryatt‘s Pecha Kucha presentation Build connections, gain business and personally grow by using the EIR social media strategy that she gave at EventCamp East Coast on November 5, 2011.

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Pecha Kucha: Risking your hybrid event

Posted on November 20, 2011 by

Here’s Paul Cook‘s Pecha Kucha presentation Risking your hybrid event that he gave at EventCamp East Coast on November 5, 2011.

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Pecha Kucha: Designing meetings for the virtual brain

Posted on November 18, 2011 by

Here’s Andrea Sullivan’s Pecha Kucha presentation Designing meetings for the virtual brain that she gave at EventCamp East Coast on November 5, 2011.

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Pecha Kucha: A journey inside the mind of a conference producer

Posted on November 16, 2011 by

Here’s Traci Browne’s Pecha Kucha presentation A journey inside the mind of a conference producer that she gave at EventCamp East Coast on November 5, 2011.

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Try out the EventCamp East Coast Mobile App

Posted on November 2, 2011 by


Enhance your ECDC11 experience with our iPhoneÆ
and Mobile Web Apps!

  • View detailed
    information for each session
  • Add favorite sessions
    to your planner
  • Tune into the
    #ECDC11 tweets
  • Get real-time updates
    from event organizers
  • Share with your friends on FacebookÆ
    and LinkedIn    Æ



iPhoneÆ

App



ChirpE Mobile Web App
  1. Open this email on your iPhoneÆ
    or iPad    Æ.
     


  2. Click here     to download from
    App Store.
  1. Open this email on your smartphone.
     


  2. Click here     to load in your mobile
    browser.







 Three
Platforms. One Solution.
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Here’s what last year’s attendees had to say…

Posted on October 27, 2011 by

Thank you to Jenise Fryatt for putting this together!

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Earn a FourSquare Badge at EventCamp East Coast!

Posted on October 24, 2011 by

By Greg Ruby

I had my first introduction to FourSquare last year during the 2010 PCMA Annual Meeting in Dallas when I was hanging out with my fellow Godfathers. Jeff Hurt was reminding us to check in everywhere we went that night and I was feeling left out as I did not have a smart phone at that time. By the time EventCamp rolled around the next month, I had me a smart phone and was addicted to FourSquare. Fellow EventCamp attendee Paul Salinger and I were slugging it out over the three days to hold the mayorships of the Roger Smith Hotel, site of the inaugural EventCamp.

Want to play FourSquare along with some of your fellow campers at EventCamp East Coast? First off, you will need a smart phone (iPhone, Droid or Blackberry) and have downloaded the FourSquare app. Secondly, where do we check in at? First, check in at the National Conference Center, site of this year’s conference.  Someone will create an EventCamp East Coast venue, so check in there as well. Knowing this bunch of attendees, I can imagine there will be some impromptu gatherings at local restaurants and watering holes, and you will be able to check in these locales as well.

Whoever checks in the most at a venue (only one check-in per day counts) is rewarded by becoming the “Mayor” of that venue. It will be unlikely that any of the campers will check-in enough at any place while we are in town to become mayor, except for the EventCamp East Coast venue that is yet to be created. The mayor is only awarded after someone has checked in at a venue for a second time, so we should not have a mayor until Saturday morning at the earliest.

At the time of the original EventCamp, I was still very much a newbie and not that familiar with the various badges that FourSquare could reward users. Not anymore! There are a couple of badges that can be earned while you are at the conference and two other badges that can be earned in the metro Washington, DC area. So what badges can I earn while at EventCamp?

There is the PLAYER PLEASE badge that is earned when you check into a place where three of your friends from the other sex have already checked in.  So ladies, become friends with at least 3 guys who are attending.  Likewise, guys become FourSquare friends with three ladies who are attending.  Your friends must be checked in before you do in order to earn the badge.  Several of us who attended EventCamp Twin Cities were able to earn this badge during dinner after the conference.

The next badge is going to take an effort from a majority of the folks attending EventCamp to earn. The SWARM badge is earned when you check into a place where 50+ folks have checked into a venue, so we need participation from almost everyone attending to help folks earn this badge. There has never been enough check-ins at any of the previous six EventCamps to create a Swarm, so let this be your challenge at the National Conference Center!

If your schedule allows you the opportunity to do some sightseeing in the metro Washington area, there are a few additional FourSquare badges that can be earned.

Follow the History Channel on FourSquare and check into three venues they recommend on their page.  It could be tough to earn the HISTORIAN badge – if only there were some museums or monuments in the Washington area to visit….

Follow C-SPAN on FourSquare and check into five venues they list on their page.  Many of the sites for the Historian badge will also count towards the C-SPAN badge.

Enjoy your time at EventCamp East Coast and explore some of the metropolitan Washington area if you have the chance.

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