Thoughtful Event Design and Production - It Matters



Event Camp Vancouver getting set for participants

When I wrote this post it was before Hybrid was the buzzword of the year, but it was not all that long ago. If it was a TV Show looks at the different ways we can make event education more memorable for the guests and while certainly not cutting edge (since we had several years of examples of doing this) it remains important.

As we move from our viewing audiences being used to produced shows, full of laugh tracks and canned lines, to Improv (think "Whose Line is it Anyway?") to the plethora of reality TV now available, our tastes may have evolved, but our need to be entertained continues to be a reality for meeting and event planners.

When we look at the 2012 Event Trends from David Adler of Bizbash which articulate so clearly what attendees will be looking for, it does all come back to careful meeting design and thoughtful production elements that add to the overall experience. It is no longer enough to build a conference or event full of pre-determined one-sided topics being delivered, paired with traditional evening events, perhaps a welcome, an awards gala and maybe a farewell or closing event. Now we need to offer not only excellent education, we must also work with the presenters on making it interactive to build relevance and applicability for the participants, allow room for "hot" topics or organic growth of topics within the sessions, provide nutritious offerings to sustain participants, offer events that meet the expectations of the guests but also offer some surprises and delights.  We need to create "tweetable" moments and blog-worthy stories, these that happen so much more immediately than any post show PR you may get in traditional media. You must also be staffed and ready to respond to changes that may be necessitated by this immediate feedback received.

In all of this we also are considering not only the needs of face to face guests, but also remote participants, and how we can create education and interaction that provides value for both, and ideally between both audiences. This does require a certain amount of technology and expertise in its use, careful preplanning and appropriate preparation. Is it worth it? If your participants then become your biggest advocates that lead to greater success for your events in the future - I say YES. Plan, prepare, produce - and make sure it is authentic, relevant and memorable!

Do you Believe in Infinite Potential?

As we (get older) gain more experience in the world there is often the tendency to default to what we know will work rather than experimenting with what might work. The word "might" always leaves the door open to possible failure, and the vulnerability associated with the potential to fail is an uncomfortable place we prefer to avoid. Potential-limiting.

Yesterday we had some friends for dinner and as the evening wound down we ended up with a small group discussing Einstein's theory of relativity, which suggests time and space are not as linear as we presume.  The interesting thing about this is the discussion was that it was a high level look at the possibilities, taking place mainly between a 12 year old and a 17 year old, the latter who had just written an essay on the subject for a scholarship application. The application is to Cambridge, who award four full scholarships to Canadians each  year. She definitely sees herself earning one of these spots. Infinite potential.

What if we approached our opportunities open to the possibilities, knowing we may be wildly successful... or we may fall flat and have to pick ourselves up and try again? Who was the first person to look at a stalk of grain in a field and wonder how they could turn that into something else? Who made the first mills that turned wheat into flour, or bakers that turned flour into bread?  We can imagine the first loaves were not spectacular, but the potential was there, and now we have literally thousands of varieties of loaves made from a seemingly unending variety of ingredients. Infinite potential.

When it comes to meetings and events there seems to be a default to the safe zone - open rounds or theatre style seating, presenters who talk at us, food and beverages that are easy to provide but often nutritionally light (think danishes/pastries, sandwiches with processed meat and white bread, etc.), and little room for feedback. Safe.

What if instead we considered the infinite potential of choice and gave the responsibility for the potential learning and connections to our participants? If we provided events that considered content, program design and meeting flow at every step? This might include nutritional, brain-friendly food choices, presenters who welcome feedback and questions using comfortable-for-the-participant methods (ARS, text etc.) during the sessions, attendees able to share content with each other both during the session and in white space, and ultimately where we collaborate and create a space where connections that allow  you to apply your new learning to your current situations can be made, enhancing your overall experience.  

Anytime you doubt the potential of thinking differently, consider how the people within corporations such as Apple and Oracle are considering the potential impact of each decision and making choices that ripple; or watch an episode of Extreme Home Makeover, where they not only change a home, they change lives, week by week, one thoughtful decision at a time. There is infinite potential if we choose to embrace potential.

What if we all looked at an old tree stump and saw instead a great place to spend time and contemplate?

Latte Minded Events

Latte Tulip by Mike White

Could I please have my event with half the fat, a shot of hazelnut, served long?

Today I would like my event large, with soy milk, extra foam and a shot of vanilla.

One event artfully designed, honey on the bottom, half-caff please, extra hot.

Of course that doesn't make any sense, but I believe we are seeing this expectation on many levels. When we can go into any number of fantastic coffee shops around the world and order our coffee exactly the way we like it, naturally we want to be able to translate this sense of satisfaction in the immediate experience to the rest of our lives. We can go online and order custom almost anything, but when we attend an event or conference we are stepping into a group experience, and our individual tastes must all be blended, ideally into a brew we can all enjoy.

Imagine as the meeting planner if you could create an event that perfectly satisfied. Where every session exceeds expectations, the rooms are always the perfect temperature, the company inspired, the food plentiful, healthy and delicious, the transportation not onerous, the technology awe-inspiring, the staging and sightlines ideal, the take-away learnings easily applied. For every single attendee.

Imagine attending your own "ideal" event. (please add a comment with what you would like to have included and share your own ideas) Where would it be? Who would join you and who might you meet? What topics would you want to learn about / share your own knowledge on? When would it be - time of year, weekend or weekday? What would you want to take away?

I sometimes imagine myself in the position of barista. All day, every few minutes, you are pleasing someone, managing their need, delivering to or exceeding expectations, in a pleasant and relaxed environment and that must be satisfying.

We look forward to seeing how the blending works for EventCamp Vancouver 
In the meantime, it is back to roast up some new event ideas!

Why I love Camp

When I was 12 we moved to a much larger city. While the move was good and I have many friends from that era of my life, what I looked forward to eagerly every year was going back north to summer camp. The anticipation of seeing my old friends and meeting new ones, the discovery of new skills such as archery and new ideas was exciting. Imagine for example we could build and then sleep in our own lean-to, or make our own banock over a campfire! At camp you get to do things that you would not otherwise experience.

As we plan for Event Camp Vancouver, I am finding myself with that same sense of nervous anticipation and true excitement.  When we first sat with our amazing host committee and decided we were going to do this, we had no idea it would grow so organically into the program we currently have, or that there would be so much support from our community, as so many people stepped up to think about how they could contribute to making it all it could be. You will find many delightful surprises, all thoughtfully designed to add to the overall experience.

We are excited to share our venues with you, to share the harbour and mountain views on the five minute walk from the Westin Bayshore to the Convention Centre  and to learn from each other in unique and inspiring settings. Historically Event Camps (the previous six) have left participants feeling a sense of collaboration and a desire to continue to build and nurture the business relationships within this supportive community, and to find ways to work better together as our industry rapidly evolves.

True to camp, we know that when you arrive with a sense of adventure and a desire to learn and grow already in place that the possibilities are limitless. We look forward to sharing this journey with you!

You can check out more details at http://www.eventcampvancouver.com