What does your six year old want?

Last week I had the awesome opportunity to go to Vancouver Fashion Week and enjoy the inspired fashions being created here and from designers from around the globe. Of course half the fun is seeing what other people are wearing. My favorite was a gorgeous lady; fabulous, perfect short blond hair falling perfectly, stunning blue eyes, a ready smile and wearing an uber cute outfit, including a tutu. How utterly fabulous I thought, and said so. Her gleeful response was "My inner six year old is so excited when we get to wear the tutu." 

My mom driving the go Kart

How that made me long to do something nice for my inner six year old, the one hiding under my skirts as I go to work and plan how others will play, take time to teach people how to create great environments to engage and play in, take my kids to their sports and play places... I am on some levels failing at my self-proclaimed mission to have more fun this year. I am succeeding beyond my imagination in creating experiences and being able to share my long earned knowledge with peers and colleagues, and sharing amazing experiences and small stolen, unexpected moments (kumquat)... all grown up fun, and I didn't even realize how much I was missing her until the tutu appeared.

Thank you mysterious child woman for the reminder.  What does your inner child long for?

Blogalog Apr 25: Becoming an Event Planner - what does it take

Dear Deborah aka @projectmaven at @eventwist

This weekend in doing some reseach while preparing to review an online course for an event management degree, I came across this description for what an event planner is and I have to say that for all we do, I found it a bit vague, and well, simplified.

Education Portal Job description says this about the job: An event planner is responsible for organizing meetings, parties, weddings and other important events. They are responsible for every detail including notifying attendees, booking a location and contacting a caterer. During the day of the event, the planner continues to delegate others to ensure that the event runs smoothly. Event planners may be contracted by companies or individuals.

I found this to be a bit on the "light side", either when compared to my own list of What a Meeting Planner Does or certainly to the Canadian Standards for an event coordinator, which outlines 45 areas of competency. These competencies when combined with 3 - 5 years of experience can lead you into the area of being an Event Manager (and various other titles earned along the way depending on your specialty) and requires a huge depth of understanding and skill.
No matter what city we are in, Vancouver, New York or the many cities around the world, where the people who are creating meetings, events and weddings are doing so much more than this, and bringing so much to their clients through their innovative ideas and unique creations - our hats are tipped to you. These highly talented individuals create teams of unbelievable depth and deliver events that truly deliver messages in unique and compelling ways. So to all you event planners out there - keep doing what you do and let's keep proving our value, one awesome meeting or event at a time!

Creativity, Innovation, Imagination, Truth

Scrap Art Rock Band by Nicholas



Today I read an article by Maddie Grant at Social Fishwhich made me think, as always thank you Maddie for your thoughtfulness! In this article she references an article by Rich Becker that also has some great points. Check these out too.

They are not the first people to comment on the keys to success in business and in doing business in a social media forum require that you have imagination, creativity, innovation and truth. This sounds great, but what does this mean - to us in our work at Cantrav, to me as an Event Producer, and most importantly to our clients as they share their concerns about creating an "ultimate guest experience"? First stop, dictionary.com

Imagination
the faculty of imaging, or of forming mental images or concepts of what is not actually present to the senses.
We never think of any event in isolation, we instead imagine it in the context of the overall experience. Then we combine the transportation, venue, food, beverage, entertainment and decor selections into a unique and seamlessly woven concept. For our team, the only way to approach it is from the beginning, and with consideration to all the senses. What our imagination, combined with research into your organizations' culture and resourcing the appropriate partners for all the above components - we imagine for your guests the entire experience and share our concepts with you.

Creativity
the ability to transcend traditional ideas, rules, patterns, relationships, or the like, and to create meaningful new ideas, forms, methods, interpretations, etc.; originality, progressiveness, or imagination:
We often are asked "to think outside the box". There is only one way to say this... WE HAVE NO BOX. When we approach event design, whether it is a meeting environment or the most out there concept ever, we are always considering how we can break the rules, and twist a little on norms.

Innovation
something new or different introduced:
I have just said we like to push it... But it is important that when something new is introduced that guests still are comfortable. So as we innovate - from including social media into events; creating new experiential spaces, and more - we always play within the boundaries of understanding the human psyche and create events that are essentially comfortable, but always interesting and ideally thought-provoking. If you are not creating a sense of reward, improving knowledge or creating a base for transformation, then what are your goals and what are the new approaches we can take to support you in achieving these - this is when innovation counts.

Truth
honesty; integrity; truthfulness
It is impossible to have an unauthentic or not relevant event that is successful, it is just that simple.

In Social Media, in face to face business relationships, in personal relationships, if you don't approach LIFE with honesty, integrity, and interest, you will not have a very rewarding life, so truth is the only way. While we always prefer to say "yes" when that is what a client wants to hear, being truthful about challenges and offering solutions and ideas, that is where our job satisfaction truly comes from. If we really think something will be a roaring success, we will suggest it; if we know something will not create a comfortable guest experience, we are going to share this as well and seek alternates with you.

My perspective is that in the event and meeting planning industry we get with each live event, ONE opportunity to succeed, and with creativity, imagination, innovation and truth as key overriding principles - we are going to have fun, learn and build amazing relationships; ultimately so will your guests and participants.

I would love to hear your comments too.

Balance... ummmm yeah

From Dictionary.com - Balance has 31 definitions. I have chosen two I find most appropriate to what balance means when it comes to life, and in particular the life of an event professional (what in the TwitterVerse we call #eventprofs). I think about this a LOT and @carolyn_ray and @judylaine reminded me yesterday about this word.

Definition (noun)
1. a state of equilibrium or equipoise; equal distribution of weight, amount, etc.
7. the power or ability to decide an outcome by throwing one's strength, influence, support, or the like, to one side or the other.

First let me state, that this concept of "balance" sounds good but seems highly unrealistic in our industry where we are constantly being pulled with multiple demands. I do not know anyone in this field who has an equal amount of work / family and friends / play - recreation - sport / free time in their lives. Let alone enough sleep, or even rest time. Instead we have "work life integration" where we enjoy intersection points that bring our worlds together.

I definitely do not live with scales of balance, my world instead is a kaleidoscope, constantly shifting, full of colour, full of life and movement, always interesting. Always adapting to what is happening now. Like all of us, this can involve multiple ongoing programs/meetings/events, career and/or education, what is happening with our family or friends, and what is happening in the world around us. Most of us are extremely fortunate to have vast worlds open in front of us and finding balance as we scan the world for inspiration is nearly impossible.

Making balance tougher is that we have very little control over most of this - when we are excited about a challenging event, we take it on; when our loved ones need us, we respond; when opportunity opens a door, we go through. Nigel Marsh offers a great TEDx perspective on his perfect day and how we can achieve balance. This is a great video and I suggest squeezing in the ten minutes it takes to watch it! How we all strive for his perfect day, how we all should appreciate the perfect moments.

So what can we do?

1. First, accept the guilt. It is part of the deal.
2. Second, appreciate the moments.
3. Most important, be present for whatever is happening at the moment.

I hold out a (likely false) hope that one day I will achieve this mysterious balance, where the day begins with quiet time and exercise, moves on to a nutritious breakfast enjoyed on a sunny patio, leads into time to garden, read and do some intellectually stimulating work or discussions, and then do something that offers some good back to the world around me, add a delicious fresh lunch, a siesta, and a final meal enjoyed with friends, family and good wine. Unrealistic, pehaps, but that is the balance I can strive for! In the meantime, back to work (even though it is Sunday, the soccer game is over and clients are waiting on information, so on it goes...)

If you have found ways to better achieve balance, I would love to hear your comments.

Our Event Landscape Changed Today

Today MVKA, an iconic Vancouver event production agency announced it was closing. For me, this signals the end of an era. When I entered the industry 18 years ago, Martin was one of the first people I met, and while we know each other through the social fabric of our event community, I have always been impressed with his graciousness, instilled through the entire organization. As an example, last year when we won the bid to produce the Welcome Reception for the MPI WEC in Vancouver, the second email (after hearing we had won) was from JP, the DOS at MVKA, with their congratulations. Soon after they won the bid for the Closing Reception for MPI, and my perception as an attendee was that they rocked this, and took risks with the perception of Vancouver I might not have. Bravo!

MVKA (from the outside) has always been a team of professionals who added to our industry with the high caliber of events they produced, and the ongoing contributions to the industry through various channels. This has been a creative force that has taken chances, elevated the standards and has also continuously shared their passion and ideas with others in the industry. Thank you!

Having been through the closing of an event organization (in 2003) and having survived the impact as one individual affected, I can foreshadow the impact to come on our local industry as these talented individuals find their new paths. I know from experience a little of what will come to pass, as do my compatriots from that time, people I still proudly call friends and whose collective successes we can continue to celebrate. Every single person (including Martin) is about to embark on their own personal journey, and they will all find new successes. What I know for sure, is the opportunities that will come their way may not be what they expect, or had even considered, but are sure to provide clients here and around the world with even more impactful events. I know each each of them will bring their talents and thoughtful creativity to wherever they find themselves next. As we did.

I wish for each member of this team only the best, they deserve it.

GMIC - 20 final thoughts

As I have mentioned, I live in Vancouver, where we do consider ourselves sustainable - not perfect but certainly taking some great steps. This week it was awesome to see, as they self - referred, the "Choir" of Green Meeting and Event Professionals at the GMIC event at the Doubletree Portland. By all accounts, a hotel ahead on sustainability, while still maintaining very high standards, excellent food quality and presentation, and yes, the warm cookies. (hello!!)

I blogged to support the (Spruce Almighty) team and became a virtual extension of the event. As they did say in their final wrap-up to keep communicating the message, I have just a few things to continue the conversation. I will note here that I have a lot of thoughts on being green and even more on being sustainable but as I have covered these in the blog links here, I won't rehash my pretty strong feelings and amazing examples. Instead a focus on the awesome information, lessons and next steps that came out of GMIC.

1. This is the "choir" who must now continue to spread the message of sustainability.
2. Social gaming, when properly structured, is an amazing tool for increasing the depth and breadth of learning, engagement and relationship building. Make the time to plan for it, communicate it, and promote it. Then debrief it.
3. Meeting and event professionals are ideally positioned to make huge impacts if we take even small steps on each meeting to make them more sustainable.
4. As strategists, we need to maintain our seat at the table, and ensure that sustainability is high on the agenda of every event's basic structure.
5. Open source your knowledge. When we share knowledge we open ourselves up to even more opportunities to learn and grow.
6. We must consider our entire supply chain, and engage suppliers in discussion about our objectives and expectations around sustainability.
7. We know sustainability is high on consumer and client wish lists. But "green" is just one factor. They also want to know if the people producing the product are being treated fairly, if there is cooperation, and that we care about where our products are being made and how.
8. We need to not only engage in discussion, but we need our suppliers and stakeholders to own the process with us and share responsibility for sustainability.
9. Social media is an amazing tool, not just for hybrid meetings, but also for continuing the discussions and growing the reach of the messages.
10. The messages must be consistent.
11. SMART goals are both important, but are also something as event professionals that we can work with our clients and stakeholders to better articulate - leading to meetings that are more productive. (pick the words that fit you best)
1. S - specific, significant
   M - measurable, meaningful, motivational
   
   A - agreed upon, attainable, achievable, acceptable, action-oriented
   
   R - realistic, relevant, reasonable, rewarding, results-oriented
   
   T - time-based, timely, tangible, trackable
12. Experimentation in safe environments is important to growth. Accept the growing pains, enjoy the innovations gained along the way. (no experimenting = no innovation)
13. Collaboration is the most important transformative tool.
14. Collaboration is "easier" when started face-to-face. It can be started with off-line tools, but it is trickier - off-line is an awesome way to continue the conversations. Indefinitely.
15. Standards can be sexy. Ask anyone who has given their time (and it takes TIME to reach consensus) to bring one standard after another to fruition.
16. The only way for standards to become standards is if we engage with and use them.
17. Think in bulk - save packaging where you can. Bring your own water bottle or mug for example and encourage others to do the same. (hotel soap / shampoo, condiments and so much more)
18. Apparently bags are on the way out (btw check these out - made from fabric reclaimed before it becomes landfill and sewn by home sewers)
19. Be a champion. Embrace the challenge. Sustainability is not an option.
20. Our First Nations ancestors plan ahead for seven generations. What will our world be like in seven generations if we don't step up and take responsibility now? 
Be the change you want to see!  Thank you so much to the board, leaders, speakers, presenters, staff, team and volunteers who all made this happen.


"Neat" Conference Ideas

Today @leahmacvie tweeted out a request for a "neat" conference idea. I could not fit it into a tweet so here we go...

1. add twitter #hashtag / moderator - engage people pre, during and post - amazing relationship builder
2. look at the "Conferences that Work" model for small meetings by @asegar - build trust through confidentiality and crowdsource topics
3. use name badeges with name and a like or interest vs org / title
4. make it like a TV show
5. change the  Environment - another example is a venue like Catalyst Ranch (@catalystranch) in Chicago
6. what about improv - with a local group or ask @jenisefryatt
7. add a game element (check out Event Camp National Conference Chicago #ecnc) for a session led by @GreenA_V and @jessicalevin for more ideas
8. make more time for hallway conversations
9. NO panel sessions where everyone agrees - nothing interesting about watching a love-in
10. make it sustainable - tell them how you are doing it (the why we hope is more obvious) 29 tips for greening your meetings
11. Don't be scared to try something Unexpected
12. ask attendees to be guest bloggers - to choose one session they are attending and take the best notes ever to share with their peers post event - what were their take aways? Collect into one spot
13. money for a keynote? - speakers for example Michael Gelb will do a dinner session on Wine Drinking for Inspired Thinking - drink wine and write poetry as a learning tool  - who wouldn't like that?
14. introduce interactive elements - bubble hockey, contact jugglers, word cloud whiteboard about what they hope to learn or share - it doesn't have to be complicated or expensive - just fun and relevant
15. fun with food (this is definitely another whole post)



Pure silliness... pin the antler on the moose!

16. flashmobs, tweetups, rock band coffee breaks...
17. and thank you for the reminder in the comments and shamelessly added in later... Mike McAllen of Grass Shack - hybrid, graphic recording, podcasts, skype in (even for breakout peeps)

What I loved about Event Camp! #ECNC

Last fall I attended Event Camp Twin Cities as a registered virtual attendee, and then repeated that experience at PCMA 2011. Both experiences had their benefits, heightened by the level of engagement of both the f2f and the virtual attendees sharing ideas and knowledge together.


Both provided opportunities to see that there is a community far beyond the limitations set by geography, finances, or time to meet people and share thoughts, ideas and concrete data on moving our industry continually forward. As our participants become more connected and more knowledgeable via multiple streams available to all of us at the touch of a keyboard, mobile device or tablet, it is incumbent upon us as meeting and event professionals to create environments that are most conducive to engagement, contribution, relationship building and higher learning.

All of this led me to the decision that I MUST attend Event Camp National Conference in Chicago, and what a great decision that was. Here are a few of the things I learned. These are not even the "real" take-aways - for that I will refer back to the twitter stream and remind myself (and so many others) of all of them!

1. Engaging in social media with #eventprofs and #engage365 among others provided a sense of community prior to attending - I could not wait to meet my new #ecnc tweeps!

2. When you already have a sense of who is attending, there is a sense of anticipation that cannot be duplicated - you are going to meet friends, and that awkwardness of attending a conference alone is non-existent. This can obviously have applications for many.
 3. It takes a community. Thank you @mizcity @jessicalevin @mmcallen @heidithorne @michaelmccurry and others across all the event camps who have taken the responsibility to make these great.

4. You meet people with hugs not handshakes - I arrived to meet at least 15 friends, but had only met one before f2f (@glennthayer you are even more interesting than I could have imagined - thank you for the fantastic stories)

5. Virtual hosts, or as we are about to call them Hybrid Event Concierges (yes you heard it first at #ECNC @EricaStAngel) such as the role Glenn Thayer brought to ECNC are an integral part of a hybrid experience

6. Catalyst Ranch - just google this - very cool, very thought provoking, very inspired venue when you are seeking solutions, innovations or just plain happiness (they will outsource their design ideas too).  Plus, the food was great - awesome selection, lots of nutritious choices, and enough "play" food that it offered a great balance.


7. It is good to share - I had the opportunity to share my room with the most lovely young lady @lizkingevents and this was one of the best parts of my experience, and another community builder (yes Liz you will see me in New York!)

8. The ability to capture information and to extrapolate learnings in real time through a combination of lecture, discussion and the ongoing ubiquitous twitter stream adds a depth to understanding that cannot be replicated

9. Involving virtual attendees and presenters via Skype adds dimension to what we learn and provides alternate perspectives that could not otherwise happen

10. There is no longer a separation from real and virtual - social networks - whichever you may choose to engage in (or not) are going to continue to grow in strength and numbers, and embracing it opens up doors you can't yet imagine

11. There are people in the world who are scared of pickles. Really.

12. Virtual presenters when added via Skype are an excellent way of sharing and thank you to @lindydreyer @GreenA_V and Klososky (see below) for taking the time and making this work

13. Your own community will have great presenters - and using crowdsourcing to narrow down presenters and topics ahead of time can help drive sessions people want. @brandtkrueger @glennthayer and @psalinger among those I saw - thank you for bringing it

14. @chrisbrogan @lizstrauss are both as nice and as smart and as funny as you would expect - I remain impressed

15. @kikilitalien - you are the sweet spot - of social media and more

16. You can change the world one teen at a time. Their perspectives are incredible and thank you @hankwasiak for your incredible, inspiring stories

17. Mullets are still in fashion. Right @ScottKlososky ?!?

18. Social media crosses all boundaries of age, gender and experience. This is a very, very good thing.

19. Social media may be the bane of privacy and legal departments but it is here to stay so learning how to use it to your advantage, is to your advantage.

20. An engaged virtual audience adds depth - thank you to so many of you who shared - check out the on-line archives to see all that everyone had to say - some amazing takeaways.

21. On - line archiving. ROCKS. Thank you Event Camp for continuing to keep the messages alive. Follow the #ecnc tag or Event Camp

22. The Velvet Chainsaw and Mid-course Corrections @velchain @jeffhurt - you are as relevant and engaging in real life, ok, maybe more.

23. Event Camp West Coast. Please.

24. You never know where the next great idea is going to come from (as in the above). One great (unrelated) idea I see coming is from @tracibrowne, trade show maestro and @asegar (Conferences That Work, a totally excellent read) is Exhibit Camp - which looks to me like it will be a most unique opportunity for exhibitors who want to maximize their opportunities that drive revenue. Oh how I love awesome ideas!

I look forward to seeing what else people have to share.

Event Planning - Part 2 - Process

in my last post I looked at the questions you need to start with before you decide that an event is the best way to move forward to solve a problem, meet a need or let people know about your cause (as a start).

Then there is the process (and hey, we aren't even at the fun part yet). If we look at the step-by-step process and some of the major components that would be required for a meeting or event, this again, is just a start.

1. Determine WHY you want to host an event
2. Define goals and objectives
3. Determine measurable goals and measurements of success
4. Review event history
5. Know your organization - who they are, their values, their goals and how this event needs to fit this
6. Confirm the stakeholders
7. Confirm the committee - key / chair / program / funding / finance / marketing / sponsorship / exhibit / other 
8. Confirm the stakeholder needs
9. Style or format of meeting - conference, exhibit, incentive, hybrid, festival, public, symposium, seminar, workshop, peer-format conference
10. What is this meeting / event?
1. Name
2. Date
3. Destination
4. Venues
5. Goals and measurement tools
6. Budget
1. revenues - all streams
2. expenses - all anticipated
3. resources
4. management of the funds
7. Audience
1. numbers
2. who are they?
3. why do they want to attend?
4. how will you reach them?
8. Sponsors / Exhibitors / Donors
1. recruiting / sales
2. management
3. fulfillment
9. Your team
1. leaders
2. support - internal
3. support - vendors
4. confirming responsibilities
5. reporting processes
10. Measurement and evaluation

Again, just a start on the process - what else do you do that I might have missed? Now it is on to some key tools that will help you as you go through this process.