Help for Event Planners

Event planning is all about the details. And keeping track of those details can be a challenge – not to mention very time consuming! This month, The Expert Speakers would like to pass along some of the tools that we have either used ourselves or heard about from others that might make your job easier. Here goes!

1. Super Planner (http://howardgivner.com/super-planner-iphone-app#content) is an inexpensive mobile application specifically designed for event professionals. It helps track food and beverage counts, room configurations, staffing needs, AV, and more. This app won the 2011 Special Events Magazine’s Gala Award for Best New/Innovative Event Product/Technology.
2. Track references to your event using Google Alerts (http://www.google.com/alerts). It’s free and allows you to set up multiple alerts on the keywords or phrases you’d like to track. Note that you can use key phrases by enclosing the phrase in quotes and exclude certain words by using a minus (-) sign before them. You can also check out the Alerts feature on Social Mention (http://www.socialmention.com).
3. Add a live stream of mentions about your conference to your website using Social Mention’s Real Time Buzz widget. (http://socialmention.com/tools).
4. Accept credit cards at your event without a bank merchant account using your mobile device. Square (http://www.squareup.com) that provides a card reader that turns your mobile device into a credit card machine. They charge a per-transaction fee plus a percentage of each transaction.
5. If you need to share large files with other planners, try DropBox (http://www.dropbox.com). This tool offers free file sharing for up to 2GB of data or professional plans are available. This tool gets around many company email limitations.

We hope that some of these tools will help make your job easier. Check back at the end of July for a few more ideas! And remember, if you need a speaker, call The Expert Speakers at 919.850.0605.

Spreading the Word

Do you have an upcoming event or seminar planned and you need to get the word out? It can be a challenge to get the news of your event in front of folks who might be interested in attending. This is especially true if your budget is limited! So, what are some options for garnering attention?

1.      Good old-fashioned press releases can still be very effective – if the media happens to pick yours up. Some newspapers do have event calendars and will include your event there. Note that some papers will only publish free events at no charge; expect to pay if you want your fee-based event included.

2.      Online PRs geared toward SEO are also an option—though these generally have a price attached to them based on the topic and distribution.

3.      Add the seminar to your Events page on Facebook and post about it (free). Ask fans to tell their friends. If you have the budget, run ads in Facebook targeted at the demographic you are trying to reach.

4.      Include your event on your website with the appropriate keywords and make it easy to register. Then include a link to the page in your e-newsletter in a short article with details about the session.

5.      Find a group whose members would have interest in the topic and ask them to promote it to their members. (LinkedIn is a good place to search for groups.) Optionally, partner with someone else whose interests are similar.

6.       Add the event to meetup.com.

We know how hard it can be to get news of your event in front of the right people, but keep trying! You may have to test several channels to find what works best for you. If you have found a great solution, we'd love to hear from you. Good luck!

While We Were Sleeping©

By Guest Blogger Jeff Nischwitz, Think Again!™ Coaching

For years businesses have been searching for what we considered to be the holy grail in business … satisfied clients, and mountains of information, hundreds of books, and thousands of hours of videos have been dedicated to providing the ideas, tactics and strategies for achieving this objective.  While all of these ideas are worthwhile, the problem is that while we were sleeping the target moved. Satisfied clients (or even clients that like us and our work) are no longer good enough; and perhaps were never good enough. In today’s business environment the only “good” client, is a client that loves us and our products or services. Today’s business truth is that if we only have satisfied clients or clients that merely like us, then we’re losing the game.

“In the beginning” (of business thought) the concept of creating satisfied clients made sense because the bar was artificially low due to limited competition, which allowed for easier differentiation. As a result, businesses could just do the bare minimum (and achieve satisfied clients) and rely upon their other differentiators to create and sustain their revenue models. But as competition improved and increased, the prior differentiators became less and less real or valuable. We all started looking alike, which meant that merely satisfying a client was not enough to differentiate our business or to provide a strong foundation for sustainability (let alone growth).

What’s “wrong” with merely satisfied clients? First, satisfied clients “fire” us (often without warning) and leave us wondering “what did we do wrong?” In truth, we often didn’t do anything “wrong,” but we did fail to understand their needs and deliver the type of value and experience that makes us memorable and indispensable. The problem is that because these clients are only satisfied, they are likely to move to one of your competitors who happen along with a better price or which talks about a great client experience. In fact, it’s often the case that merely satisfied clients leave us, while clients that are unhappy or even dissatisfied choose to stay and make our lives miserable, distracting us from our good clients.

Second, satisfied clients are silent – they don’t talk about us with anyone. While we could fashion a story that makes this sound not too bad (after all, it could be worse – they could be proactively complaining about us), a silent client is a hurtful client. This is especially true when they’re silent (or neutral) when our business or our industry comes up in a conversation. Imagine that a group of business owners are talking at a business event and you or your business comes up in the conversation. The good news is that one of our existing clients is a part of this conversation. The bad news is that this client is only satisfied and responds with a neutral and non-committal statement (e.g., “They’re okay,” “They’re pretty good,” “They do a nice job,” etc.) While not negative, these neutral (at best) comments are the kiss of death for our business because not only was the opportunity lost to have a raving fan endorsing you in the conversation, but the neutral response is heard by most people as a quiet complaint.

Being “okay” is not good enough and certainly will not differentiate you or your business. Instead, we must commit ourselves and our teams (in words and actions) to delivering a client experience and exceeding expectations so that our clients actually love us and are “Wowed” by us (which is usually more about the experience than our actual products and services). Clients that love us will pay for our value (often significantly more than the price they could get with our competitors). Clients that love us will talk about us (when asked and especially when not asked) and endorse us to other potential clients. What we call Raving Fans! Clients that love us will also usually stick with us even when we make a mistake or drop the ball because their prior experience (that created the “love”) built up a reserve of good will with the client. Most important, clients that love us will help us grow our business beyond surviving to thriving.

The bar has been raised on the client experience and whether spoken or not, our clients and potential clients are making it clear that they expect to be more than just satisfied. While the bar has been raised by clients, we must continue to raise our own internal bars so that we continue to focus our efforts, energy and tactics on wowing clients and building the “love.”  Like so many aspects of business life in our culture, the game and the rules have changed and we must change as well. Otherwise, we’ll all wake up to find that our clients and our business have disappeared … while we were sleeping.


Jeff Nischwitz is a speaker with The Expert Speakers. He can be reached at jeff@thinkagaincoaching.com. 

Lessons from Tebow

I know not all of you are football fans, but we can all learn lessons everywhere when we look for them. I am a fan of Tim Tebow, the rookie quarterback for the Denver Broncos and Florida Gator (like me). Tebow was a two-time college championship winner and was awarded the prestigious Heisman Trophy in only his sophomore year. In Gainesville and the greater “Gator Nation,” folks thought of him as a kind of football super hero. Great intensity, leadership, and a warrior on the field. He’s also a down to earth person who loves God and his family.


While he has amassed great accolades and went in the first round of the draft, Tebow is far from perfect. Many thought he would go in a much lower round of the draft due to his throwing style. Many questioned if he could play in the NFL at all as a quarterback. Hmmm, I seem to remember some of the same nay-sayers with former Gator and Dallas Cowboy Emmitt Smith (the NFL’s all time leading rusher). They thought he was too small, too slow. He was just determined and set records that still stand today.

Bottom line, Tim Tebow inspires me to accomplish things. One of his high profile team mates commented that his style and delivery may not be pretty, this guy is “magical.” I agree. He inspires his team mates. He inspires followers. The game this past weekend was in Miami and the Dolphins fans were cheering for Tebow (the other team)! His jersey, #15, is the #1 selling jersey in the NFL.

Here are a couple of lessons I’ve learned from Tebow:

1. You don’t have to fit the mold or have the best “mechanics;” be passionate and work hard— don’t let anyone say you can’t do something. You might just succeed and inspire others along the way.

2. In a “bad boy” athlete era, Tim Tebow is respectful talking with the media, respectful of opportunities and of his team. Kudos. Be respectful and you’ll get that back a hundred fold.

3. Being the best (as defined by others) or having the best grades doesn’t mean you’ll be the best leader. It also doesn’t make you the best producer. So what if you are a little different. Play your game. Work at it and play hard and with heart.

4. This guy would literally pick the team up on his back if he could. His most memorable speech came after a loss at Florida when he said he’d let the team down, but nobody would ever work harder than him. He took responsibility and then worked his butt off.

5. Don’t be afraid to be yourself. Share your passion and you will find like minded people and earn respect. Tebow went on mission trips as a youth and still thanks God. Like it or not, you gotta respect him.

6. He is passionate about this game. Find something you love and commit to being your best. It won’t always be easy and you won’t always win, but there is joy in it.

Football fanatic (like me) or someone who doesn’t know what pigskin is, these are some great lessons. What have you learned from someone that you didn’t expect to learn from? I’d love to hear some other words of wisdom from unexpected sources!

BUILD YOUR TEAM

In today’s hectic business environment, managers and employees can lose focus on strategy and long-term goals while fighting daily fires. It doesn’t matter if your business has five employees or 50, a retreat or annual meeting can be a positive, team building experience that can refresh attitudes and renew a common sense of purpose.

Your retreat should always take place away from the office and technology. Depending on the type of retreat you choose and your budget, this can range from meeting in the backyard of a senior manager who lives on the lake to renting space at a local hotel to a full-service weekend “adventure” retreat that includes outdoor team building exercises. The point is that you are away from distractions. Have everyone dress comfortably and intersperse some physical activity with your sit-down sessions to keep people from tuning out. Add a creative session or two to get the juices flowing; this doesn’t have to be anything fancy—you can use something as simple as an opposites word game or simple drawing exercise. And don’t forget healthy, nutritious food to keep everyone alert (okay, and some chocolate for good measure).

There are several types of sessions that may be of value during a retreat:

Social Presence: Get input from your staff on your social media presence and policies, and get them involved in representing the company. In the “Facebook world,” all employees can and should help by watching for comments about the company and sharing the good things you do.

Branding: Do your employees understand the company brand? Engage them on ways to ensure brand consistency and ask them for new ideas that will promote the brand.

Strategic Planning: What is the firm’s strategy? Its goals? Are employees aware of the goals? If the strategy and goals have been defined, involve employees so they understand and can help focus on meeting these goals. If the goals haven’t been set yet, get employee input. Many times people at lower levels have insight into the customers and market that senior managers lack.

Team Building/Motivation: Wrapping up your day with a motivational session sends everyone away energized and ready to tackle the world when they return to work!

Tell clients that the office will be closed that day and provide an emergency-only number for them to call if necessary. The goal is to get your team back on track and focused on the long-term health of the business. Need more information about sessions for your retreat? Give us a call at (919) 850-0605 or e-mail us at info@theexpertspeakers.com.

Post Seminar Engagement

We’ve all been there. You attend a great session with a great speaker and walk away feeling like you’ve been empowered—eager to get back to the office and put your newfound learning to work. Then reality crashes in and when you get back to thinking about the seminar it’s three weeks later and you’ve forgotten much of what you learned.

As a speaker, there are some things you can do to help your audience avoid that post-seminar letdown and remember you favorably. Consider the following:

Session Formats + Audience Involvement

When you attend or plan an event, you must consider the presentation format for each session. The overall size of the event, number of concurrent sessions, topics to be covered and location space must all be considered. The most common presentation settings are:

Auditorium: Generally a larger room with chairs facing a stage or podium from which the speaker delivers the presentation. Room size can vary but may include hundreds in the audience.

Classroom: Typically a smaller room with tables. Chairs face a white board or screen for presentation. Hands-on computer or training sessions favor this set-up. Room capacities are usually smaller (up to a few dozen people).

Roundtable: Most roundtables are very limited in size (fewer than 20 attendees). A conference style table with chairs surrounding it is common, though not required. Roundtables are usually highly interactive.

Panel: Panel discussions typically are held in auditorium-style settings, with at least two panelists (experts) who will answer questions and offer opinions during the session. This is an interactive format, but tends to be more structured (Q & A) than a roundtable.

Virtual or Web-based: Virtual sessions have become commonplace as companies try to curtail travel expenses. These can be done through a phone conference, webinar (using web conferencing software like Webex), or using the newer and highly functional virtual trade show software packages (for example, ON24) that have concurrent sessions in different virtual auditoriums, chat rooms, trade show “booths,” etc.

In our experience, the most effective seminars or presentations involve the audience to some degree. How you encourage participation is often dictated by the presentation setting. In an auditorium setting with 200 attendees, asking for and receiving input has traditionally been done by asking participants to hold questions until the end of the session and then having a moderator carry a microphone from person to person so they may ask their questions of the presenter. A current popular option is to ask participants to send (or “tweet”) questions via Twitter using a pre-defined hashtag. In a virtual setting with a large number of attendees, online chat or tweets are also common. The best option for true interaction is still the roundtable. This format encourages back-and-forth discussion that is not as easily accomplished in other settings or using Twitter.

Most event agendas will specify the type of setting for each session. This gives attendees a good idea of what to expect. If you are planning an event, in addition to the factors mentioned above, consider also the style of your speaker and audience expectations. To learn more about our professional speakers, please visit The Expert Speakers website.