2011 ISES Northeast Regional Education Conference Recap

A few weeks ago I attended ISES Northeast Regional Education Conference (REC), which was hosted by the New Jersey South and Greater Philadelphia Chapters, for event professionals from throughout the Northeast Region and around the world at the Bally's Hotel and Casino in Atlantic City, N.J.

This was an amazing conference: the education was great, the speakers inspiring and it was wonderful to see and networking with colleagues from near and as far as Sydney, Australia.

All the services and décor were donated by ISES members who all worked very hard to make this conference a success; but again, we never expect anything less from ISES members – we work hard, party harder and put out the best events! Moreover, we cannot forget to thank all the sponsors for all the in-kind contributions.


The opening luncheon was spearheaded by David Merrell, AOO Events who was fabulous and shared the newest design trends, which were all amazing. On Monday night, we enjoyed a fabulous luau with great food and entertainment at the beautiful Harrah’s Resort poolside. The conference concluded with a lavish brunch and a phenomenal presentation by Brett Culp where he shared his award-winning filmmaking approach as an effective and profitable marketing technique. He was brilliant!

Education session topics included:

• Event Technology Trends You Can’t Ignore in 2011
• Catering Events at Hotels – the Inside Information on Negotiating the Best Deals
• The Perfect Event Redefined: Build Your Reputation One “Moment” at a Time
• CSEP Exam Preparation Tips, Techniques and Changes
• Get You “Creative” On The Art of Being Creative & Working with Creative People
• Marketing Trends and Best Practices to Generate Business Success
• But Don’t Green Events Cost More Money? Top Ten Tips for Greening Your Events AND Saving Money
• Is it Possible to Achieve a Design “WOW,” in Today’s Economy?
• Strategic Partners – Making the Connection
• Master Tricky Sales Situations
• How to Get and Stay in The Event Planning Business
• Sexy Tents: A Peek Under The Covers
• Scentertainment®! Celebrating the Senses!
• Branding – What Your Image Says About You!
• Who’s Afraid of the Big Bad Fire Marshal?
• Tips to Ensure Your Event is Safe Without Compromising Creativity
• Get in the Spot Light of Social Media
• Dealing with Event Disasters, Are you the Problem or the Solution?
• WWSF…The WOW World of Special FX
• The Facts of Light: An Event Professionals Guide to Understanding Lighting
• The Newest ISES Member Benefit – Learn the “Insider Secrets” of Credit Card Processing

Already looking forward to the next REC in 2013!

What's Next in Meeting Technology

Meetings and Connections (M&C) Magazine, asked several forward-thinking tech experts to share their projections about tomorrow's hottest meeting technologies:

1. "Mobile apps for events will become true revenue generators." -Bob Vaez, President and Founder of Toronto-based 5Touch Solutions, which makes the EventMobi app.

2. "Events will be one piece of a larger communications strategy." -Minneapolis-based event technology consultant Samuel J. Smith.

3. "Contact information exchange will become more streamlined." -Bellingham, Wash.-based consultant Corbin Ball. Note: it is already possible to exchange information between an iPhone and Android using the Bump API.

4. "Virtual components will become more engaging." -Samuel Smith

For more in-depth reading, see the January 2011 issue of M&C Magazine.

How Meetings Benefit from Today’s Technologies

Five technologies that are changing meetings: Some tech-savvy planners are already employing to make their meetings more efficient and effective.

1. Mobile Apps: On a basic level, there are two types of mobile apps for events: a web-based program that might be accessed through an Internet-enabled phone, iPod or tablet, or downloadable software that runs natively on a specific device.

Two categories of mobile apps that are relevant to meetings:

• Meetings management apps: Often free and provide planners the ability to tap into web-based meeting platforms from their mobile devices while on-site or in transit.

• Meeting apps for attendees: Usually free, these event-specific apps can be downloaded by attendees. May include all of the speakers, scheduling, seminars, keynote and attendee information, exhibit floor maps and/or everything from social-media platform links to attendee messaging or local restaurant listings.

2. Social Media for Events: Social media facilitates interaction, networking, and a dialog among participants -- goals not unlike those of many meetings.

3. Virtual/Hybrid Events: from basic (and free) streaming options through full virtual show platforms and professional video production houses.

For more, visit: M&C January 2011 issue.

Insurance Coverage: To Have, or Not to Have?

I thought that this would be a great topic to cover because Fall is officially here and old Mr. Winter will soon be popping his head out; and if this winter is anything like last years' that resulted in numerous event cancellations, you do not want be unprepared!

Whether you are in the special event industry or any other business, it is imperative to protect your business and have insurance coverage especially in today’s litigious society where lawsuits are on the rise with every dawn. We can face potential lawsuits from customers, contractors, attendees, and spectators. Even if the lawsuit is unfounded, the cost of defense will be expensive.

Although the special event planning industry appears to be a glamorous job, it is unfortunately quite the contrary; it is a very hectic, tiring, and occasionally a very trying job. God forbid if some unfortunate mishap ensues and the event planner is sued! It is therefore imperative that everyone in the event management industry carry General Liability and E&O coverage. The latter is sometimes debatable but I personally feel it is essential.

Coverage typically protects against liability claims for bodily injuries, property damage, cancellation, rescheduling, or any accidents that might occur from the set-up time, to during the event, and during the breakdown at the end of the event.

Image from www.intheiropinion.com

However, just as with other insurance policies, event insurance coverage must be carefully selected. Shop around to compare rates and plans and make sure you ask many questions, read through your policies to fully understand your coverage and read the fine print! Be sure that you are covered for the entire management process and/or tailor it to your specific needs. Apply the same steps as you would when purchasing your health insurance, life insurance and/or other benefits. If you cannot afford an annual coverage, some agencies have à la carte options. Whatever package you select, having insurance coverage will not only give you peace of mind but also protect you from setting yourself up for lawsuits that will lead you down bankruptcy lane.

"Day of" vs. "Month of" Coordinating/Plannning Services

Semantics or not … here’s yet another debatable topic.

First, although it appears as such, it is important to understand that an event planner is not a party planner and is definitely not simply a decorator. They are professional event planners because they have the education, the resources, the experience, the network, and reliable alliances in the industry.

The professional planner focuses on the client’s objective and ensures it is seamlessly achieved by paying attention to all the details that lead up to the event for all weddings, corporate, social and fundraising events.

We must therefore understand both the definition and the nature of work associated with the different titles used in the industry:

1. Event Planner: A professional who plans special events and is responsible for the event from conceptualization to orginization and execution of the entire event. They will custom design the event and make appropriate suggestions and recommendations based on the clients vision, needs and budget. They will assist with venue searches and acquisition, vendor referals and recommendations, ettiquette advisement, budget advisement and maintenance, logisitcs maintenance, make, and implement design recommendations and assist with menu recommendations and selection. They will also ensure that the client complies with all state and federal legalities for any licenses and permits that may be required for the event as well as ensure that all political and social protocols are adhered to.

Planners will have several meetings with their client throughout the planning process, they are not only there during set-up, but are there from beginning to end to of the event to handle any problems that may arise, and oversee the breakdown as well. These are just a few of the many responsibilities of a professional special event planner.

2. Event Consultant: The American Heritage dictionary defines consultant as "one who gives expert advice." In the event planning industry, consulting and planning are in most cases synonyms of each other with minor differences in what their "comprehensive" package offers.

3. Event Coordinator: A coordinator orchestrates the event. However, it is a miss-conception and a miss understanding that a coordinator just shows up on the day of the event and "makes things happen." Typically, the coordinator will have a specific number of meetings (contractual agreement) with their client, get a list of all the vendors and their contacts, construct a time line, have a vendor rehearsal, and finally execute the event on the day of. Yes, a planner/consultant can also be a coordinator.

Now that we have clarified the definition and responsibilities of a planner, is "Day of" or "Month of" the proper "term" for this service? Or, should we coin a different term/phrase for it? Remember, most event professionals will not take on “Day of” jobs less than 3-4 months prior to the event. Therefore, "Month of" may be more fitting regarding the scope of the services. What do you think?

"Newbies" and "Wannabes"

As of January 2010, this has become the new “hot topic” in many articles, blogs, and networking discussions in the event planning industry. However, this topic is not specific to event planners only, but to everyone in the event industry from caterers to florists, from deejays to photographers, from videographers to designers, and from coordinators to consultants.

Although this is not a new phenomenon, in the recent years we are really seeing an influx of emerging planners. Is it due to the current economic conditions or the hype of the industry being a glitzy and glamorous one? Clearly, without truly understanding the hard work and details that go into planning an event, one sees the final product and assumes that it is an easy and glamorous career.

First, let us differentiate the term “Newbies” from “Wannabes.” A “Newbie” refers to newcomers into the industry. Typically, they have the education; they may or may not have some practicum hours under their belt and are in their first year in business. A “Wannabe,” on the other hand, has done nothing much towards establishing themselves as real professionals, has no education and usually has minimal or no experience in the industry

I would like to emphasize that seasoned planners have nothing against “Newbies.” After all, all planners were once “Newbies” themselves.

Are they driving down the price structure? Yes, they probably are, and undercutting prices is a major problem. However, remember the saying, "What you pay, is what you get,” and consequently, seasoned planners should not feel that they have to compromise their brand and/or service parameters because of fear of losing a potential client to a “Newbie” or “Wannabe.” Another major concern to seasoned planners is when some “Newbies” and “Wannabes” blatantly copy/lift contents (verbatim) and pictures from their websites and use it as their own.

The truth is, it is not so much the threat or fear of the influx of “Newbies” and “Wannabes” that is the main concern for seasoned planners, but the lowering prices and standards and the blatant use of other planners ‘sweat and blood’ by some of these “Newbies” and “Wannabes.” What do you think?