Blog

What is one aspect of the events industry  and its ever-evolving landscape that isn’t changing fast enough? Diversity.

Despite the many benefits of having a diverse events industry, many industries and companies still lack this essential aspect. Let’s take a look at why diversity in the events industry is so important, and how we can increase it.

A diverse events industry has countless benefits.

• Having different types of people working on an event – whether that be in terms of age, gender, race, or background – helps bring a broader range of perspectives to the table.

Additionally, having a diverse team allows you to gain access to different networks which can help you find new vendors or sponsors for your event that you might not have been able to find before. This can lead to an increase in creative solutions and better problem-solving abilities.

• Bringing together people from different cultures, races, genders, and backgrounds on an even playing field (literally) fosters understanding and acceptance between people who might not have crossed paths otherwise.
• Having a diverse events industry also helps fight discrimination in society as a whole by exposing people from different backgrounds to each other in ways they may not have otherwise experienced.

Ultimately having a diverse events industry creates an environment where everyone feels safe and accepted regardless of their backgrounds or identities which leads to increased creativity and collaboration among attendees resulting in better-organized and successful events overall! Sounds great, but HOW?

Here are several steps to begin the journey toward increasing diversity in the events industry.

First and foremost, make sure everyone understands why diversity is important; this means educating organizers on its benefits as well as how they can go about implementing it into their own events.

Secondly, we need more representation; having more women and persons of color speaking at conferences or running events will make other marginalized groups feel more comfortable entering the space knowing they will be represented within it.

 Lastly, we need initiatives such as mentorship programs that encourage those who are underrepresented within the industry to take part in. Providing them with resources they may not have had access to, helps position them toward training opportunities and job offers they may not have known about otherwise.

To ensure this happens we need to continue educating organizers on why diversity matters as well as helping those who are underrepresented gain access to resources they would normally not have access to so everyone can benefit from what a truly diverse events industry can offer us!

How can the events industry further promote diversity to ensure access to resources for those who are typically underrepresented, and what benefits might this bring? Share your thoughts below.

A strong keynote speaker has the ability to energize, captivate, and empower an audience. Their presentation has the potential to make or break an event’s success. But what exactly is a keynote speaker and how do event planners find the right one?

What is a Keynote Speaker?

A keynote speaker is the main speaker at an event and often the primary reason why attendees come. The keynote speaker could be considered the headliner or the “star” of an event.

Though most people are familiar with keynote speeches or keynote addresses from graduations and awards ceremonies, event planners typically use these speeches to headline conferences, company retreats, wellness retreats, and other large events.

The Role of a Keynote Speaker

A keynote speaker may be responsible for:

• Setting the tone of an event
• Generating excitement around the theme of the event
• Giving attendees a glimpse into the spirit and overall structure of the event

Keynote speakers are usually hired by an event planner or coordinator and may receive talking points to cover in their speech. In some instances, event managers have some control over the contents of the speech and carefully select speakers who meet the requirements of their event.

Depending on the event’s objectives, planners may hire a speaker who:

• Specializes in motivating an audience
• Promotes mindfulness
• Is qualified to share industry- or topic-specific insights

Importance of Finding The Right Keynote Speaker

It can be difficult to keep attendees engaged over the entirety of a conference — especially if it’s a multi-day event. Some planners schedule the keynote speaker to open the event and set the tone, energy levels, and expectations for the rest of the event. Others rely on a keynote speaker’s notoriety to attract a particular audience to an event; their influence as a speaker can take the attendees’ energy and expectations to a whole new level.

Finding the right speaker to headline an event requires skill and experience. Event planners want a speaker who can seamlessly blend motivation with education while maintaining attendee engagement. The hallmark of a great speaker is their ability to meet the expectations of the event, the event planner, and the audience.

Characteristics of a Good Keynote Speaker

Every keynote speaker has a unique style and approach. When searching for an outstanding keynote speaker, event planners look for someone with a personal style and philosophy that serves the event’s objectives. Competent speakers should also have a strong professional background.

While individual traits may vary, a good keynote speaker may:

• Be an expert in their field
• Be a credible source of information
• Speak in a clear, engaging, and well-paced manner
• Easily connect with audiences of varying levels of expertise
• Have extensive public speaking experience
• Have strong professional references
• Have a reliable and respectable public image
• Be an innovator in their field
• Utilize various methods of learning and delivery styles in their speech
• Respect the boundaries set by event managers
• Sense disengagement and know how to drive energy
• Have the ability to go off-script if necessary, and then return to their script

Conference swag is an important part of successful event planning. But even though the promo marketing materials industry is booming, Millennials and Generation Z are shunning low-quality branded items out of concerns for environmental impact. This means event planners must think carefully about what gift they give out at the event. Here are a few ideas for quality conference swag.

1. Brand name products

If you have brand products that can be given out as samples at conferences, this is a great opportunity to do some low-cost marketing and make a lasting impression. High quality brand name products are high on attendees’ personal wish lists.

Or, you could search for brands that align with your company values, appeal to your target audience, and somehow boost your brand image. Think about what kinds of products your audience regularly uses, carries, or wears and reach out to popular brands in that industry for a promotional marketing material partnership.

You could bulk order a product and work with an independent studio to add your logo or brand name to the item, if the brand is unable to do custom printing.

2. Drinkware

Reusable water bottles, mugs, and tumblers are a great opportunity to match branding or display a logo. Long lines for drinks at conventions may discourage attendees from getting drinks; offering free drinkware will allow attendees to drink water on the go.

To stand out from other cheap, branded drinkware, focus on high quality, BPA-free plastic or glass. Think about who your audience is: are they coffee drinkers, tea lovers, or craft beer enthusiasts? You could also offer drinkware that can be used for both hold and cold beverages.

3. Wellness items

Health-related conferences are a great time to offer swag that promotes mental or physical health, such as step counters, pill cases, and yoga mats. To determine the quality of products, look at the materials, where the materials are sourced from, if the product is edible, or if it can be applied directly to the skin.

Popular products in the fitness category should be made with sustainable manufacturing processes, recycled, and be reusable. Product preferences vary among generations. Millennials prefer sleep hygiene items like satin sleep masks, and mental health items such as twiddle balls. Generation X, on the other hand, tends to focus on cardiovascular health with items like pedometers and stress balls.

4. Sustainable technology products

Popular sustainable technology conference swag include phone stands, power banks, micro USBs, and camera blockers. Look for products made with high quality materials like bamboo and aluminum.

Attendees may appreciate Bluetooth speakers, wireless charger pads, and bamboo stylus pens. Other sustainable tech options include USB charging panels and recycled laptop sleeves.

5. Travel items

Conference attendees will enjoy items that they can use before, during, or after travel. These products may include branded toiletry kits, travel pillows, and creative luggage tags.

When choosing products, look at the quality of the stitching. Multi-stitch seams are more durable than single stitch seams. Also, look at the weight of the product. Lightweight, slim, or easy to pack items are preferred among frequent travelers.

What About Virtual and Hybrid Events?

If you’re hosting a virtual or hybrid conference, sending swag ahead of the event is a great way to engage your attendees. These physical items go a long way toward making attendees feel connected to the event and to other participants. You’ll likely notice that sending out swag ahead of time makes attendees invested in the event and more likely to engage with your content at the conference.

CTC Conferences is happy to help hosts plan the conference swag that is right for their event and audience. Schedule a consultation to learn more about our approach to conference swag.

In 2020, the in-person event industry was brought to a halt by COVID-19. Live events, face-to-face networking, and the buzz of an exhibition were quickly erased from schedules around the globe.

At CTC, Michelle Manire immediately pivoted the team to online events, guiding clients through the shifting virtual events landscape and supporting their transition.

Though live events are starting to return, the impact of COVID-19 has left its mark on the events industry, with many changes here to stay. Here are a few trends we expect to see with the return of live events.

Hybrid is Here to Stay

Hybrid events blend elements of live events with virtual aspects to bring attendees the best of both worlds. These types of events are expected to retain their place in the industry long after the pandemic has ended, with event organizers continuing to refine key details.

The past year and a half has seen a dramatic acceleration in the development of events software, making hybrid content more accessible than ever to both event organizers and attendees. The ability to host a global event greatly expands the reach of content and information, increases ticket sales, and drives up event popularity.

For example, an event that includes a Q&A session with in-person delegates and utilizes events software to enable hundreds more individuals to attend from their own homes or offices gives organizers the ability to tap into a much wider audience, making hybrid events vital for organizations trying to recoup profits lost due to COVID-19.

Flexible Ticketing

Event organizers are introducing more flexible ticketing options to accommodate any future uncertainty and changing circumstances.

Small COVID-19 outbreaks, attendees needing to isolate, illness, and restrictions on event numbers are necessitating that organizers retain the option to postpone, reschedule, or move events to virtual platforms to reduce the need for refunds.

Flexible ticketing also gives attendees the ability to choose between live or virtual attendance based upon their location and preference.

This trend in the event industry will be the way forward for organizers who wish to retain attendees, give delegates peace of mind, and ensure events operate smoothly despite shifting restrictions and unexpected challenges.

Hosting Global Events

The global pandemic, despite quarantine and social distancing, brought individuals together virtually. Event organizers were able to break geographical barriers and reach wider audiences.

By taking advantage of virtual event hosting software, hosts exponentially increased attendee numbers without increasing costs of flights and accommodation.

Today, even with the return of live events, organizers are still using event broadcasting software to continue the growth and reach of events post-COVID.

Micro Events

Though governments are continuing to ease restrictions, many event organizers are choosing to continue holding smaller micro events. An event created for 20 people, for example, will often turn out to be much more enriching and engaging for both speakers and guests than larger events.

Smaller events have the ability to gather a more exclusive crowd that can get to know the speakers more closely and ask detailed questions.

Whether you’re planning a virtual or live event, breakout sessions offer attendees the opportunity to:

• Develop skills or share knowledge
• Discuss trending issues
• Brainstorm solutions
• Explore ideas in an informal format
• Break up the overall event schedule
• Connect with other attendees

The Benefits of Breakout Workshops

Though an event doesn’t need breakout workshops, there are benefits to offering them:

• Improved attendee engagement
• Time and space for deeper dives into relevant topics
• Targeted content that’s of interest to a certain category of attendees
• Content curated according to experience and skill levels (i.e., beginner and advanced)

How to Craft a Great Breakout Session

Breakout sessions should be related to the overall event theme. This will ensure the subject matter is interesting and appealing to attendees. Great breakout sessions require a greater level of engagement than the more passive conference components, such as the keynote and panel discussions. Each breakout session should have skilled facilitators who know how to lead sessions and engage participants.

Event hosts have the freedom to create a breakout session arrangement that meets their event goals and attendees’ interests. Workshops can be designed for groups of all sizes, whether the event is live or virtual. The following tips can help event organizers design the best breakout options for their event:

1. Conduct pre-event surveys to obtain input from attendees.

Ask attendees what experiences they’re interested in, then design the breakout sessions according to attendee expectations. Look for speakers, leaders, and facilitators to oversee the sessions. Use attendee data to craft track-specific, theme-specific, or freestyle breakout sessions. However you choose to design the breakout session, your attendees should feel the sessions added value to the event.

2. Choose breakout format.

First, determine the goals of the breakout session in terms of the overall event goals. Would you like to increase engagement? Drive attendance? An interactive breakout workshop may attract the right people and help drive engagement. Save the case studies, trend reports, and industry statistics for a presentation-style session. If you’d like the breakout session to give attendees the opportunity to unwind, craft participatory sessions that encourage casual conversations in a relaxed environment.

3. Ask guests to pre-register for breakout sessions.

Requiring attendees to pre-register will help hosts plan the necessary materials, space, and staff for the workshops. Polling attendees can also help identify less-popular options that should be adjusted or removed.

Even if you require pre-registration, some attendees may be interested in joining a session on the day of the event. Create a plan for unregistered attendees by preparing extra seats and materials, and providing a day-of registration option to fill empty seats. A few things to keep in mind:

• Requiring pre-registration for breakout sessions comes with drawbacks. Pre-registered attendees may change their mind and leave empty seats, leading to a smaller audience. Give attendees the opportunity to sign up on a standby list to reduce the risk of empty seats.
• Drop-in sessions, such as a morning networking cafe or afternoon free-write activity, can help break up an event and give guests a much-needed energy boost. Offer a combination of registration-required and open-door options to give attendees a nice balance.

Hybrid events offer the best of both worlds for both attendees and hosts. Attendees can choose to travel, if they’d like, or they can enjoy the event from the comfort of their home or workplace. Hosts have the flexibility to decide what they’d like to offer in an online format and what they’d like to offer in-person. If you’re planning a hybrid event, here are a few things you should keep in mind.

1. Content

Some content is better presented in-person rather than online. You may need to make extra arrangements to ensure online content is clearly communicated and understood by the audience. A few important questions to ask include:

• What are the attendees’ expectations?
• How much content will they watch and for how long?
• Will the content be available post-event for those who couldn’t attend live?
• How will you make the content interactive?

Let the content act as a guide for the entire planning process. If attendees are not attracted to the content, it won’t matter how many bells and whistles you add to the event — they simply won’t be engaged.

2. Layout

The layout of the physical event space will determine how many booths and workshops you can set up, what the flow of traffic will be like, and direct the overall event setup. If you’d like the event to be primarily focused on small workshops, then you need a venue with multiple rooms equipped with the right audio and lighting equipment. If you’re hosting a conference, then you need one large room for all attendees and additional space for lunch and networking breaks. Keep in mind the capacity limit of the space as this will limit how many people you can accommodate.

3. Technology

A hybrid event space should have technology that supports live video and audio streaming to a remote audience, in addition to meeting the needs of an in-person audience. You’ll need to figure out in advance whether you need the venue to provide technical support, or if you will hire outside individuals to oversee the technical aspects of the hybrid event. A few questions to ask include:

• Does the venue have a strong Internet connection?
• Does it have its own studio?
• What kind of cameras, backdrops, and lighting equipment does it have?

4. Size

Venues come in a variety of sizes, with some offering hosts the flexibility to rent a portion of the space instead of the entire building. Think about how many rooms and how much space you’ll need, and find out if the venue requires use of the entire space, or if they rent out rooms and conference halls separately.

5. Location

If you’re hosting a hybrid event, then you should choose an event space closest to the majority of your attendees. The location will also help you determine what the reach of your event should be: local, regional, national, or international. Before selecting a hybrid event space, consider how many attendees will be likely to attend the event in person, and how many attendees will tune in over the Internet.

If you’d like additional information or recommendations for choosing a hybrid event space, contact CTC Conferences for a free consultation!

It wasn’t long ago that the main event was the live component of any in-person event. Virtual or hybrid events in the past may have been thoughtfully produced, but were always supplements to the program, not the core elements. What was once described as an afterthought, virtual has now become the new “live.” Although the transition into virtual has come from the challenges the pandemic brought us all, the opportunities and possibilities to reach and engage our audience has become so much greater.

To take advantage of these new opportunities, here are 4 tips to maximize your attendee’s virtual experience!

Tip #1: Plan that Virtual Is Here to Stay

When the pandemic began, the common mentality centered around putting temporary holds on events while adding some virtual elements. This was done with the anticipation that we would be returning to normal life in the Fall. As we’ve learned, this was not the case. As people are realizing that virtual and hybrid events are here to stay, we’ve seen more investment in long- term strategy planning that involves live-events being virtual first, then transitioning into hybrid experiences.

Understanding this, it’s important to take a big-picture, strategic approach to your live event planning. Although vaccines are being distributed, the pandemic has not slowed down yet. Set long-term strategies that involve executing virtual and hybrid events strategically.

Tip #2: Look At Your Event through the Eyes of Your Attendees

Through this approach, you’ll set a higher bar for a more seamless, and content-rich experience. You may have easily been forgiven for technical glitches a year ago, but now it’s understood that many different pieces must come together to effectively create an engaging experience. Putting yourself in the eyes of the attendee will help you deliver on those expectations. Whether your attendee is virtual or hybrid, you have to determine what it’s going to look like through both those lenses. This means not only focusing on the technical execution, but the entire attendee experience. One example can be adding entertainment to the mix to liven the guest experience. The small details are what help add excitement and variety to the experience.

Tip #3: Focus On Interaction and Engagement

It’s important to create a connection between the content you are producing and the audience. The best event planners prioritize opportunities to engage and interact with the audience during virtual events. Engagement means getting attendees involved during your speakers presentations. From Q&As to live polling, this needs to make up a large chunk of the experience. Interaction consists of the live back and forth experience. This makes your attendees feel like they are a part of the conversation throughout.

Tip #4: Connect with the Destination

The host city is still important even if events have gone hybrid or entirely virtual. These cities have history and places where meetings used to happen every year. For many attendees, there’s disappointment in not being able to experience a live event in their city. For that reason, there’s a huge opportunity in trying to connect the audience with the city and build excitement for future live events in town. From storytelling to sharing unique facts about your audience’s city, it provides people with the sense of being. Always communicating that we’re all in this together and together, we can help create memorable experiences whether it’s hybrid, virtual, or eventually, back in-person.

Virtual events have become an effective way to connect with audiences around the world using live webinars, chat tools, and digital media served on a visually rich platform. As a result, companies and brands have been able to maximize their reach and achieve greater engagement that is able to be quantified. No matter your budget or where your audience is located, a virtual event can gather a large number of people without additional costs to the venue or capacity issues. Here are 3 best practices to hosting a successful virtual event!

Decide on the type of event you’re planning to host virtually

You have to start with a clear picture of the goals you are trying to accomplish through your virtual event. Whether it’s a virtual expo, virtual conference, virtual career fair, or any other virtual event, you must first set clear goals in order for your team to configure and organize the event.

Choose the right virtual platform to manage your event on

Make sure the platform you use supports all the requirements needed to deliver your business’s goals. A few industry standard questions you should ask when choosing the right platform are:

• Reports and metrics that would be available during and when the event is over.
• Discuss the type of sessions you’re looking for and if the platform meets your needs.
• Design options.
• The types of tools used for engagement.
• Their customer support availability and features during events.
• Available accessibility features.
• What third-party plugins do they support?

Set timelines that are realistic

In an ideal situation, it takes about 10 – 12 weeks for an event to be successfully ready for launch. It’s highly recommended however that you book your event far in advance so that you can perfect every technical element and have the appropriate time to market to your global audience.

Planning to set up a trade show booth? With 25 years of experience putting on events across the country, we can help you with that. The best set up for your booth will vary according to the products you want to display. Your booth should create brand awareness among the attendees, so that your product or service stands out on the exhibit floor. Sort out all the challenges you may face and come up with a foolproof design. Let us go through some ideas which will bring out the best possible display ideas without costing you a fortune.

1. Booth Design

The first thing people notice is the booth itself. Let the design itself speak to the attendees. Create trade show booths in such a way that it piques their interest, using 3D designs is a creative way. Choose an experienced designer and inform the booth designer what you intend to display or the message you want to send out. Make sure that your most prominent design elements speak directly to the needs or pain points of the attendees.

2. Use Accessories

Remember we are trying to build the best trade show booths on a reasonable budget, so choose items that will make the maximum impact for the lowest cost. The accessories which will add color to your booth. Own a tablecloth with the logo of your brand imprinted on it, they are not outrageously expensive to have made, and you can reuse them for many tradeshows and events. Promotional inflatables will bring about a party feeling which will draw attention. Make sure that inflatables are allowed in the said event venue. Coordinating a dress code for the team can be a boost to brand awareness and is the easy and economical way to create a cohesive look to your booth. Using these ideas can create a professional and visually appealing booth that doesn’t break the bank.

3. Trade Show Games

Games lift the spirits of kids of all ages! Organize fun but low cost games which will draw attention to your booth. Attendees can try their skills, and “win” any branded promotional material you were planning on giving out. Have them take a quiz created around their pain points and what you have to offer. Don’t give out promotional items without getting a name and email address. Games which can be related to the brands theme can be included to induce brand awareness into the participants as well. Doing a little research on the trending games and linking it to your brands identity for the greatest impact.

4. Captivating Backdrops

Mark your area with amazing backdrops that define your purpose. If the walls are not available, go for roll ups, pipe-and-drape walls or other similar display techniques. Like the branded tablecloth, this will have a higher up-front cost, but can be reused many times to increase its value and will give an additional head turning appeal to your booth. Also setting up a plexiglass holder to display the pamphlets or brochures which are to be distributed and using sleek 8×10 frames to display promotional material or pricing sheets add to a more polished look. People are attracted to sophisticated designs.

5. Functioning Design

Once the plan is ready to make sure that it is implemented with perfection. Your trade show booth should be designed in such a way that it takes advantage of the flow of traffic in the expo hall and draws attendees to your booth. Later on certain extras can be added on, like storage, additional decor, etc. Spend more of your budget on elements that will provide the most impact and invest in and plan for a foolproof design.

6. Reduce and Reuse

Invest in articles which will help you in the future, which can be reused time and time again. This will in turn reduce the amount you spend for the trade booth shows in future years as well. Selecting materials which can be reconfigured according to the specific booth specifications for any event will be immeasurably helpful, since expo floors are never “one size fits all.” Flexibility is key, so hold your urge to add a date onto any branding article. This will make it useful even in the future. Be clever enough to invest in unique and relevant technologies.

Setting up a trade show booth can be a risky business at times as trends change in the blink of an eye. Keep up to date on trends in your field and use them to your advantage. Referring to websites of event management companies who have already a grasp on the matter also helps. Now, tighten your laces and be ready to set up your best-ever trade show booth!

“Radio Frequency Identification, or RFID technology is becoming more and more a part of everyday life”.It may be in the form of a hotel door entry card or a motorway toll pass, proving that RFID has been around for quite a while now. Now the big question-how do RFIDs fit into events?

You might have come across RFIDs at music festivals where all the fans and enthusiasts wear wireless technology as wristbands. Event planning and management companies suggest that they are easy to handle, look sophisticated and cover a wide range of functions that would otherwise require tedious paperwork and money. Well, the good news is RFIDs are no longer limited to music events!

Although RFIDs have now found their way into conferences, product launches, trade shows etc. many companies and organizations are still uncertain about its effectiveness  To clear things out for you, let’s talk about the benefits of RFID at conferences and corporate events.

The benefits-

1. Making a quick entry
   One of the biggest advantages of using RFID at your event is easy entry management. Your guests needn’t queue up and dig their bags and pockets for tickets or entry passes. Besides, there is no difficulty faced in processing. A simple wave of the bracelet in front of the sensor and your guests are good to go. It is said that this technology is capable of 120 scans per minute. So you know, no guest list is too big with RFIDs.
2. Going Cashless
   Your guests will thank you for this.
   One of the biggest concerns an event attendee deals with is theft or loss of personal belongings (the wallet, to be more specific). You want them to actively participate in your conference or meeting while they have security issues in the back of their mind. Using an RFID bracelet is the best solution to this problem.
   Food and drinks available at the wave of your hand, what more could one ask for?
   By adding the payment information of guests to the RFID tags prior to the event, your attendees can make their purchases without carrying cash.
3. Social Media Integrations
   As the host, you will definitely have access to the email-ids of your guests. On the integration of personal data with the RFID devices, you can make sure that your guests stay connected to their social media accounts. These devices make onsite engagement easier because your guests don’t have to pull out their phones each time. For example, your sponsors can sync photo booth with the email platforms and Instagram, giving your attendees the opportunity to post directly on their Instagram accounts or the image could be sent to them through email. Moreover, reviewing a particular vendor or product at a tradeshow gets a lot easier with an RFID bracelet!
4. Aids Networking
   More often than not people go to events and conferences to grow their network. RFID devices can make the job simpler. Your guests won’t have to exchange visiting cards or write down phone numbers on notepads and tissues and ultimately lose them. For example, at music festivals, people who would like to stay in touch with each other post the event can click the heart-shaped button on their bracelet in unison and all social media profile details will be sent to each other. Likewise, conferences could use similar features in RFID bracelets. At the end of the day, the guests are sent the details of all the people they connected with, at the event.

RFID is an impressive technology and it will surely impress your guests with its versatility. Moreover, it does create a very cool fashion statement too, which is an added bonus. Your guests will definitely remember your event for a long time to come.