Meeting or Event Design (Domain G)

Functional & Experiential Events

- "Experiential" refers to designing an event where guests are engaged by the environment, decor, performance, F&B, and ambiance - Function of the space should influence room setup and decor - Decor enhances the experience in learning, connecting, interacting, or just enjoying the event

Tech Rehearsal

- A run through, in order, of each element of the show to work out timing and cues - The crew will often hold one even if presenters are not available - Helps anticipate any trouble areas of presentations and ensures that material is correct (proper digital file)

Pre-Event Registration

- Admittance credential system begins with registration - Different types of admittance-verification systems may be needed depending on the nature of the event Ex: - Private, hosted event: confirm employment with the host company; registration system would also collect information such as dietary requirements - Paid public event: verification to confirm eligibility for discounted rates (students, members); restrict certain groups (buyers) and limit registration based on capacity - Credentialed event: sporting events or voting sessions may require further verification to register an attendee

Food Safety

- Regulations related to food production, delivery, cooking temperatures, and allowable service times on buffets - Understanding the risks associated with a global destination is part of the research during site selection and selection of F&B providers

Considerations to Avoid Fragmentation

1. Cultural: account for cultural diversity in terms of race, ethnicity, gender, class, religion, and geographic orientation 2. Generational: each generation brings its own values and characteristics, priorities, and definition of success 3. Technological: research how members of the target audience learned information as children; can dictate comfort levels over the years (learning at different rates)

Meeting Modality

1. Face-to-Face Meetings (F2F): occur synchronously with everyone at the same site, build trust, allow both formal and informal communication 2. Virtual Meetings: gather groups from separate geographic areas, opportunity to increase participation (webinars, video conferences) 3. Hybrid Meetings: combine the benefits of F2F and virtual meetings.

Design Thinking Phases

1. Inspiration 2. Ideation 3. Implementation

4 Elements of a Needs Assessment

1. Meeting History 2. Stakeholder Requirements, Objectives, and Outcomes 3. Gap Analysis 4. Target Audience Profile

5 Principles of Event Design

1. Principle of assessment and evaluation 2. Principle of meaningful engagement 3. Principle of distributed learning 4. Principle of collaboration 5. Principle of experience

Bar Service Options

1. What are you serving? - Beer and wine typically includes red/white wine and beer, sometimes sparkling wine and minimal or no garnishes - Full bar with spirits requires glassware, mixers (sodas and juices) and garnishes - Non-alcoholic options may also be served at the bar 2. Is this an open (host) bar or a cash bar? - Fully hosted = event pays all costs; cash bar = attendees pay individual costs; sponsored bar = sponsor pays all costs; ticketed = event or sponsor pays for tickets and tickets are controlled (1 or 2 per person) - Are you paying by the hour, by drink, or by bottle? What are the service charges and taxes? How will guests pay (cash, credit card, charge to guest room)? 3. Is this a combination bar with open bar and cash bar components? - Ex: event begins with a limited number of hosted tickets, followed by a cash bar

Delivery Format - Audience Reaction Team

4 or 5 attendees query the main speaker from the stage with questions from the audience and follow up questions

A-B-C-D Model

A (Audience): WHO are the learners? B (Behavior): WHAT should participants be able to do? C (Conditions): HOW will learners demonstrate mastery? Under what conditions should the acquired knowledge or behavior be demonstrated? D (Degree of Mastery Needed): HOW MUCH will be accomplished? What level of mastery should learners achieve for the objective?

Traditional Welcome Ceremony

A courtesy to the host country and a welcome to international guests when a conference rotates through a country or around the globe; may involve a cultural performance or local/religious ceremonial elements

Design Thinking

A discipline that uses the designer's sensibility and methods to match people's needs with what is technologically feasible and what a viable business strategy can convert into customer value and market opportunity

Conference Centers with Housing

A facility that provides a dedicated environment for events (especially small events)

Delivery Format - Seminar

A lecture and/or dialogue (usually a small group of 10 to 50 attendees) led by a specialist who shares observations or experiences on a particular subject

Signage Material - Foamcore

A light material best suited for decor elements and creating 3D-look banners; does not transport well and is easily damaged

Exhibition Setup - Extended Header Booth

A linear booth that is 20 ft. or longer with a center extended header

Delivery Format - Symposium

A meeting of experts in a particular field; papers are presented and discussed on particular subjects with recommendations concerning problems discussed

Delivery Format - Interview

A moderator, on behalf of the audience, asks the presenter questions

Speakers' Lounge, Den or Ready Room

A place where speakers meet and offer all their presentations/demonstrations to the audience in remote destinations

Pre-Set Service

Allows plated food to be placed on the tables prior to the seating of guests to reduce serving times; works best with items served at room temperature; items can withstand 20-30 minutes before the event begins

Hybrid Event

Allows the audience to reach beyond the meeting room and join with people around the world; two components: 1) face-to-face and 2) from a distance

Equalizer

Allows the technician to boost or decrease specific bands of the audio spectrum; technician can alter the properties of the sound to be more natural and decrease the potential for feedback

Vegan

An individual who does not consume or utilize animal products or by-products, including meat, eggs, dairy, honey, leather, fur, silk, wool, cosmetics, and soap

Lacto Vegetarian

An individual who does not eat meat and eggs, but may consume dairy products

Lacto-ovo Vegetarian

An individual who does not eat meat, but may consume animal by-products, such as dairy and eggs

Technology Proposals

Categories for Equipment and Labor Costs: - Audio - Visual - Lighting - Scenic or Staging - Labor - Transportation and Expenses

Alcohol Controls

Consider the Following for Your Beverage Plan: - Laws of the event's destination - Age limit for alcohol service - License requirements - Time that service can be provided and time that guests have to leave the venue - Off-site/non-licensed venues may have laws requiring a permit and may stipulate where service is permitted, what may be served, quantities allowed, and prices

Highly Interactive Setup

Designed for attendees who will be actively involved in session discussion; promotes face-to-face communication and equality in group dynamics; can be challenging with AV presentations Ex: boardroom (conference), oval shape conference, hollow square, angled hollow square, octagonal

Meeting Properties (Typically Four-Star Rated)

Designed to appeal to event professionals, with a good ratio of sleeping rooms to meeting space relative to the destination; designed to be comfortable for the typical adult traveler with common amenities

Delivery Format - Keynote Sessions

Designed to bring everyone together and may include a high-profile speaker or panel presentation

Setup

Event planner must have an understanding of the principles of safe food service operations and will need to include: - A person or caterer in charge of monitoring the delivery and storage of supplies - A manager responsible for bar service - A supervisor who ensures the recruitment and scheduling of service-trained staff - Another supervisor to manage the cash on-site

Production Team

Executes program objectives; consists of key stakeholders including the event professional or designee, the supplier, and venue representatives

Exhibition Setup - Peninsula & Split-Island Booths

Exposed to aisles on three sides and is comprised of at least four booths; there are two types: 1) it backs to a row of linear booths and 2) it backs to another peninsula booth (referred to as a "split-island booth")

Exhibition Setup - End-Cap Booth

Exposed to aisles on three sides and is comprised of two booths

Selecting Speaker Candidates

Factors to Consider: - The needs of the attendees and educational goals of the event - Type of speaker (expert presenter or skilled facilitator) - Event budget - Availability of speaker (many professional speakers book a year or more in advance) - Diversity of speakers

Computer Assisted Design (CAD)

File that allows you or your technology supplier to position all items in the room, and submit the plan for fire marshal approval when required

FLOSS

Food and floral arrangements should be ordered from a FLOSS perspective: Fresh, Local, Organic, Seasonal, Sustainable

Meeting Architecture IDEA Phases

IDEA: - Identify meeting objectives - Design the meeting to support objectives - Execute and guide meeting towards objectives - Assess the meeting results against objectives

Passive vs. Active Involvement

In many cultures, audiences want to interact, ask questions, and process the information and for other cultures, a quieter approach is preferable; speakers, presenters or facilitators should be instructed on expectations regarding the level of interactivity

Program Grid

Includes pre-event functions through final departures; a clear, one or two page document that shows the event's flow, meal functions, exhibition elements, educational sessions and group activities

Academic Speakers

Includes professors, researchers, administrators, grad students presenting paper; peer reviews are conducted using an online abstract management system; may present with others and require protection for intellectual property

Delivery Format - Buzz Sessions

Increase audience participation by dividing attendees into discussion groups, each of which reports the group's findings during a following plenary session

Amplifier

Increases the sound levels of the signal to be sent out of the speakers and into the room

Delivery Format - Open Space Technology

The agenda is determined on arrival by the participants; a facilitator helps the participants organize parallel working sessions along the event theme

Live Event Hosts/MCs

Keep the event on track; link between events; hire a professional if you do not have a strong internal candidate; must be articulate, focused and able to tie links together across the program

Target Audience

Key Characteristics: - Audience demographic information - Audience preferences - Existing knowledge - Existing skills - Current attitudes

Meter Board

Large Sign: 8 ft. x 3 ft. / 2.5 m x 1 m

Public Health

Laws include: - The amount of time food can be left on a buffet and specific temperatures the food must be held at - Temperatures that meat and seafood must reach internally when heated during cooking - Temperatures that must be maintained for freezers, refrigerators and dishwashing equipment - Surfaces and materials acceptable for walls, counters, and floors - Ground faults for electrical outlets - Plumbing specifications - Mats and surfaces for areas where water might splash - Sanitation practices for garbage, compostable materials, and recycling - Sanitation practices to limit vermin and rodents

Receptions

Many multi-day events begin with a welcome reception; excellent networking opportunities and may have a theme or local specialities; entertainment may be used to enhance event; stationed or passed hot/cold hors d'oeuvres; have enough seats for accessibility needs

Industry Experts

May be identified through a call for proposals and typically used in breakout sessions; in corporate, often selected from internal staff; peer reviews may be used to determine expertise; may require presentation skills coaching

Moderators and Facilitators

May be internal or an external expert familiar with the industry (can potentially be a professional speaker); lead a panel or discussion; must prepare with other panel or session attendees; may need special training

Refreshment Breaks

Offered mid-morning and/or mid-afternoon; menu, duration, and setup should be designed to boost attendees' energy levels and increase networking opportunities

Banquets

Often a highlight of an event; plated or buffet (consider double-sided to reduce wait times); menus highlight local specialties; event may include entertainment, dancing, or an awards ceremony; advise attendees of expected attire in advance; 2 or more hours for event

Attendee Agenda

Often called a "program" and might be printed or electronic; typically includes room information and a venue floor plan

3 Pedagogical Frameworks

Pedagogy = the study of the science and art of education 1. Learning Modalities: preferred learning styles (visual = preferred sense is sight; auditory = preferred sense is hearing; kinesthetic = preferred sense is hands-on) 2. Multiple Intelligences: Howard Gardner's theory that there are eight kinds of intelligence (linguistic, logical-mathematical, musical, bodily-kinesthetic, spatial, interpersonal, intrapersonal, naturalist) 3. Adult learners: self-directing, dependent upon a repertoire of experience and skills, and internally motivated to learn material that can be applied immediately

Russian Service

Platters of food are prepared in the kitchen, then placed directly on the guest's plate at the table; servers move counterclockwise and serve from the guest's left with their right hand; server controls portions, more often seen in restaurants

French Service

Platters of food are prepared in the kitchen; once in the dining room, servers serve the food from the platters to individual plates, then serve the plated food item from the guest's left; not suitable for large groups due to specific training and service carts required

Family-Style

Platters of food are set on tables and guests serve themselves; effective option for networking; also known as English service

Neutral Colors

Provide less stimulating environments that tend to result in less engagement and consequent learning; can be relaxing and stimulating as long as there are splashes of color in the room (plants, paintings) Ex: whites, greys

Detailed Agenda

Provides a key overview for your front-line or registration staff and key hosts; prepare a special VIP/host agenda that includes rehearsals

Signage

Provides branding, recognition, direction and traffic flow; there are often venue restrictions for where these can be placed (such as hotel lobbies)

Preferred Providers

Short list of approved providers chosen by the venue for the quality of their food, experience, and their familiarity with the venue and it's specific rules

Written Admittance Plan

Should be prepared and shared with the security team, registration team, and venue personnel Plan should outline: - Criteria for attendance (ticket, invitation, payment) - Levels and categories of registration (general admission, VIPs, exhibitors, sponsors) - Methods of registration and accepted payment - On-site identification requirements (badges, tickets) - Requested accommodations including mobility options, hearing assistance, and language translation - Exceptions to the standard registration process

Engineer

The lead technician or head of a department

Gamification

The process of game-thinking and game mechanics to engage users and solve problems; used with social functions and to encourage the application of the event's educational content Ex: mobile application leaderboards, badges for achieving specific goals, missions/quests, scavenger hunt

Decorations

The smaller elements in a design, from centerpieces on a dining table to small elements in lounge groupings or reception settings

Delivery Format - Breakout or Concurrent Sessions

These sessions typically include a speaker or facilitator and provide in-depth discussion on a focused topic

Signage Material - Closed-cell Polyvinyl Chloride (PVC) Sheet

This hard plastic is sometimes recyclable; thick, very durable, and fits well into many hard sets (such as existing exhibition stand construction systems); heavy and not most suitable for shipping in large quantities

Signage Material - Corrugated Plastic/Alligator Board

This plastic surface is durable, light, and sometimes recyclable if printed; good when you are shipping signage great distances; inexpensive and often used in trade shows or hospitality desks for booth headers

Delivery Format - Debate

Two teams are composed of two or three people each, arguing the opposite sides of an issue

Speaker Expectations

Understand the desired outcomes, the group profile, the room setup, technology that will be available, deliverables and expectations

Inspiration Phase

Understand the specific challenge that the event is directed at solving

Scripts for the MC or Host (Live/Virtual)

Useful for making announcements; have key points if a full script is not necessary; the amount of information needed will be dictated by the program needs

Overage

When numbers are based on registration or ticket sales, ask the venue or caterer to set one additional table beyond expectations

Cafeteria Service

When the buffet is setup with one side for attendees and the other side for staff who serve guests

Action Stations

When the chef cooks, slices, or otherwise prepares the food at the time of service

Virtual Productions

Wholly online event; majority of participants are not meeting face-to-face; networking is less available Ex: webinars

Stage Manager

Works with the presenters and instructs the crew via cues when each presenter or element is to be started

Abstracts

Written summaries of speeches or papers, generally between 200-500 words

Transportation Options

- Air Travel: for group and individual arrivals - Motor Coach: for large group movements; most range from 47 to 65 passengers and have undercarriage space for luggage - Trains - Luxury Trains: appropriate for transfers at incentive programs - Shuttle Services: provided by airlines, the destination, or venues - Mini Coaches: typically 20 to 24 passengers; limited or no luggage storage space - Party Bus: rarely used for business meetings - Boats: can include a dinner or reception cruise - Limousines: often used for celebrity or VIP transfers - Sedans: may be used for VIP transfers - Taxis: vouchers commonly provided at corporate and hosted events to ensure safety - Luggage Transport - Float Planes or Ferries: may be used in harbor cities; float planes range from 4 to 30 passengers

Dietary Concerns

- Allergies (nuts, shellfish, soy, eggs, milk, fish, wheat) - Celiac disease (gluten-free) - Lactose intolerant - Vegetarian or vegan preferences - Low-salt/sodium, low-fat, low-calorie - Religious requirements

Install Staging & Technical Equipment

- Allow ample time for load-in, setup, rehearsal, and system checks - Equipment usually takes less time to remove than to install, but account for both to avoid hidden costs for additional labor - Inspect the room: look at visual displays, listen to audio system, verify lighting, check the stage is placed correctly with no hazards, check visible room exits (marked according to fire codes), make sure cables are taped or covered with mats to meet safety standards

Responsible Beverage Service Training

- Ask that servers working your event be trained (TiPS - Training for Intervention Procedures) - Hiring a trained bartender is highly advised

Key Considerations to Selecting Decor

- Available square footage - Ceiling height and ceiling structure - Existing environment (fixtures, furnishings, equipment, walls, flooring, natural/electrical lighting, pillars) - Access to the room (loading bay and elevator) - Time for setup - Walls and rigging points - Power accessibility (frequently available in perimeter walls but not in the center of a room) -Decor maintenance (plants, flowers, balloons)

Staffing Ratios

- Average Service = 1 server per 20 guests - High-Level Service = 1 server per 10 guests - Guests Arriving at Intervals = 1 bartender per every 75 to 100 guests - Guests Arriving Closely Spaced = 1 bartender for every 50 guests

Attendee Profile and F&B Preferences

- Average age range(s) - Gender mix - Economic levels - Travel familiarity - Religious requirements (kosher, halal) - Event type preferences - Time zones guests are traveling from (important for opening reception or first evening meal) - Event design - What they will do during & after the meal - Cultural differences - Allergies and dietary restrictions - Medical conditions (diabetes, celiac disease, Crohn's)

Managing Liability - Contract Language

- Avoid service to intoxicated guests - Require ID from any guest appearing underage - Include an indemnification and hold harmless clause that releases the host organization from liability that might accrue because of alcohol consumption

Technology Tools

- Before the Event: meeting websites and attendee portals, mobile apps, presentation management and speaker resource center, virtual event - During the Event: onsite check-in, mobile apps, lead retrieval, social media, gamification, digital signage, simultaneous interpretation, audience response system - After the Event: online surveys, online communities, online reporting

Elements in the Environment Design Plan

- Begin with a floor plan: indicate entrances/exits, existing obstructions, staging, backstage area, dance floor, buffets and bars, tables and chairs - Include technical elements/areas: where technical crew will sit and operate, location of truss towers, camera risers, storage areas, location of power drops and cable runs, lighting plan (colors and gobos) - Conform with branding requirements: organizational branding and colors, decor location (foyer, function spaces, outdoor spaces) and elements (linens, florals) - Include other details: style/size of tables, style/color of chairs, color/size of linens, tabletop items - Meet safety requirements: fire retardants for draping, freestanding items are anchored, aisles and walkways are not blocked, venue rules are followed

Hybrid and Virtual Event Requirements in the RFP

- Cameras/operators - A separate sound-mixing technician focusing on the sound for online attendees - A separate image switcher who can select images that are independent from what is seen on the onsite screen - A separate video recording/Webcast technician - A hybrid moderator, online moderator, and social media moderator

Celebrity Speakers

- Can add credibility and visibility to an organization - Could also attract attendees who are undecided about attending, thereby helping to achieve attendance objectives

Capturing, Composition, Webcasting (CCC)

- Capturing: main driver of quality and cost is the number of cameras and operators used; 3-4 cameras with an operator creates a nice setup for content; simplest/most affordable way to create a Webcast is by using one camera on a stand with an operator - Composition: one-box Webcast device makes a composition of two images: the camera image with sound and presentation slides; a pictogram is a postage-stamp-size copy of all the slides in a row at the bottom of the screen - Webcasting: sessions can be recorded (and edited) for post-event/on-demand viewing, or they can be available during the event via live Webcasting

Chairs

- Conference Chairs = 17.5"-18.5" W x 20" D x 17" H - Stackable Padded Armchair = 15.5"-17.5" seat x 17" tall - Interlocking Chairs = spacing can be 1"-3" after locked (the farther apart, the better)

Develop Selection Criteria/Strategies

- Develop selection criteria in advance - Different criteria for keynote, concurrent session speakers, lunchtime entertainment, and workshop facilitators - Weigh criteria for easy comparison and use a weighted speaker selection criteria sheet - Consult with event stakeholders and review past event evaluations

Lighting

- Ellipsoidal (Leko) Light: focused beam of light that can be shaped and controlled - Gobo: a fabricated insert that can be inserted into an ellipsoidal light to shape the light into graphics or scenery or to project a logo for branding - Par: less focused or shaped light used to wash a broad area with even light - Fresnel: softer, beam-focusing light - Rigger: trained and bonded professional who should be used to suspend equipment (lighting trees, trusses)

Documenting F&B Requirements

- Event Specifications Guide (ESG): include the date, time, location, and expectations of food and beverage services in contracts and in the ESG - Banquet Event Order (BEO): confirm that all specific details including menu, special dietary needs, and guaranteed numbers are included on the BEO from the food service provider

Food, Culture & Religion

- Event planners should profile potential event attendees, ask pertinent questions on registration sites, and make menu selections based on awareness of those attendees and their needs/preferences - For international meetings, have an alternative if pork or shellfish is being served

Liquor Licensing

- Every country (or state/province) will have it's own laws related to sale and service of alcohol - Providing alcohol could open the venue and provider to risk exposure should the attendee suffer or cause damages as a result of alcohol consumption - Organizations should follow applicable laws and provide the most responsible service possible

Crowd Management Plan

- Floor Plans: may need to be approved by the venue and fire marshal; includes seating to provide good line-of-sight, staging and technical areas, aisles, and obstructions to crowd movement - Ingress and Egress: manage and make sure entrances/exits are visible and known - Screening Systems: electric and/or physical screening for large-scale events (bag check using x-ray or a visual search by trained personnel) - Site Plan: off-site venue considerations including fencing, barricades, parking locations, supplier management, securing a border, and obstructions - Signage: advise attendees what to expect and how they are expected to behave - Attendee Behavior and Response Mechanisms: an effective response to a disruptive crowd using crowd management techniques

Kosher

- Food prepared according to Jewish dietary laws and restrictions; these laws determine which foods may be consumed and how they must be produced, processed, and prepared - Guidelines strictly prohibit the pairing of any meat and dairy product, including utensils and equipment used

Halal

- Free from any component that Muslims are prohibited from consuming according to Islamic law (Shariah) - Processed, made, produced, manufactured and/or stored using utensils, equipment and/or machinery that have been cleansed according to Islamic law

Breakfast

- Full Service Breakfast: attendees are seated at one time; best option when there is a speaker or program planned; one hour of service - Continental Breakfast: balances variety and budget; served on a buffet, often set in the meeting room; pastries, juice, coffee, fruit, cereal, yogurt (no hot items); 1 per 100 people; 30-60 minutes of service - Full Buffet Breakfast: most expensive option with greatest variety; should be customized for attendees

Virtual and Hybrid Hosts

- Ideal candidates for virtual hosting include new presenters and people with on-camera experience who are used to delivering into a camera, good at improvising, and proficient at using a teleprompter and interruptible foldback (IFB) earpiece - Virtual hosts are the link between the virtual audience and the content

Learning Objectives

- Intended attendee actions - Focus attention on the specific types of behavior attendees are expected to demonstrate following the meeting - Purpose is to promote careful thought and communicate what is to be accomplished through the program component, help attendees make decisions regarding attendance, and encourage speakers to think carefully about what is important

Lecterns, Podiums & Platforms

- Lectern: speaker-support furniture; slant-topped reading stands, either tabletop or freestanding; should be equipped with a reading light and extension cord - Podium: a raised speaker's platform; freestanding lecterns are often placed on podiums - Dais: raised platform for a head table - Platforms (risers): can be 6, 12, 16, 24, or 32 inches high and 4' x 8' or 6' x 8' in size - Handrails: ensure safety when using raised platforms with stairs; also place between platform and wall if there is a gap

Multi-Sensory Meetings

- Lighting: impacts attentiveness, creates a mood, supports branding or messaging - Color: affects mood (psych) and creates bodily changes (physio); color creates interest - Music: builds memory, connects with emotion, influences heart rate and immune system; music builds camaraderie

Low-Bid Approach vs. Value Approach

- Low-Bid Approach: focuses on who will get the job done for the lowest price - Value Approach: considers who will provide the best value in terms of food quality, experience, adequate numbers of trained staff, other specific needs, and budget

Draping

- Most commonly used fabric is heavy velour (black is most common, then blue or grey) - Often 10 ft./3 m in width and priced per foot/meter - 16 ft. (5 m) is the maximum height for ground-supported draping; if higher, it should be suspended from the ceiling

Mixer

- Needed anytime you have more than one source to be amplified - Takes all the signals from microphones and any other devices that need to be played audibly for the audience - Allows technician to combine and balance all sources and send them along to the amplification system

Staffing Variables

- Number of guests - Style and formality of the event - Chosen menu - Style of service expected - Amount of space available

Room Block Considerations

- Number of local attendees - Flight patterns in relation to attendee travel - Special program features that influence attendance - Proximity of other hotels that may be reserved - If attendees will have corporate travel policies that require them to stay in other accommodations or at a specific rate (government per diem) - Pre/post-event activities that encourage extra nights

Event Protocol

- Order of Precedence: properly recognizing someone's rank relative to others - Titles and Styles of Address: properly writing and addressing correspondence to an individual - Invitations: proper salutation on an invitation to a head of state, ambassador, mayor, or member of congress; three lines on an envelope are used for a dignitary - Flags: when two or more nation's flags are displayed, they should be flown at equal size and height; on crossed staffs, the host nation's flag is in front; flags should not be used for advertising purposes; visitors' national anthem is played before the host's; the United Nations presents flags in alphabetical order - Religious, Cultural, and Ritual Observations: will influence dates, times, food selections, and the manner in which food is prepared, served, and eaten

Valuable Information from Past Program Evaluations

- Preferred session design formats for attendees - Preferred method for interacting with specific attendee segments (customers, media, exhibitors, sponsors, public officials, students, contestants) - Types of meaningful program components - Success of past program elements including networking, team-building, entertainment, and education sessions - Preferred flow of the event - Any elements that should be added or eliminated

Staging

- Primary concern is safety - Consider ceiling height and obstructions that could endanger the presenters on stage (low ceiling beams, decorative elements, ceiling lighting) - Height is determined by size of audience - Local regulations determine railing needs

Types of Speakers

- Professional Speakers - Moderators and Facilitators - Industry Experts - Academic Speakers - Live Event Hosts/MCs - Virtual Hosts - Performers & Entertainers

Guarantees

- Provided to caterer/venue 48-72 business hours in advance - Pay for either the guaranteed number or actual number served (whichever is higher) - Hotel/venue will typically overset by 5-10% (additional seating but not additional food) - Caterer will typically prepare 5% above guaranteed number of meals

Meeting Evaluation - Data Collection

- Questionnaires and Surveys - After-action Reviews - Interviews - Focus Group - Electronic Analysis - Web Trends Tracking - Badge Scanning - Mobile Apps

Function Room Space Requirements

- Reception: 9-10 sq. ft (for standard bar with light hors d'oeuvres) - Theater with < 60 people: 12-13 sq. ft. (allows 24" of space between rows and 4" between seats); don't allow seats to touch - Theater with 60-300 people: 11-12 sq. ft. (same rules) - Theater with > 300 people: 10-11 sq. ft. (same rules) - Schoolroom (general): 17-22 sq. ft. (allows use of 6' or 8' rectangular tables that are 18" wide, with 2' per person and 3.5' between tables; when using 30" tables, add 1 sq. ft. per person) - Schoolroom with < 60 people: 22-23 sq. ft. (same rules) - Schoolroom with 60-300 people: 20-21 sq. ft. (same rules) - Schoolroom with > 300 people: 17-18 sq. ft. (same rules)

Program Outcomes

- Results of attendee learning and action - Describe what the meeting attendees accomplish or produce as a result of attending the meeting - Purpose is to provide feedback to attendees as objectives are accomplished, define the contract between speaker and audience, and set standards for program evaluation

Venue Considerations

- Room Capacity Charts (note exact room dimensions) - Ceiling Heights - Availability of Power (location, type, capacity) - Room Lighting and Control - Loading Dock (location, size, height) - House Sound System - Walls (thickness, composition)

Reservation Procedures

- Rooming List: event professional provides one list to the hotel with all attendees included; typical approach for corporate meetings - Individual Reservations: used by groups that have a designated housing block tied to specific meeting room allocations in the hotel; rooms must be booked before the cut-off date; guests typically pay on own - Combination: attendees are responsible for their own reservations and the event professional makes arrangements for the VIPs/staff (comp rooms) - Housing Bureau: a centralized system for booking rooms (via website or phone call); many cities and their DMOs offer this service based on the size of the event and number of hotel rooms in the block

Tables

- Schoolroom and banquet tables are 30" high - Rectangular tables (6' or 8' L x 30" W) are used for head tables, u-shape, boardroom, buffets, registration tables, and displays - Rectangular tables (6' or 8' L x 18" W) are used for schoolroom - Half-rounds (30" or 60") are used to build oval, cloverleaf, and buffets - Quarter-rounds and serpentines are used to build horseshoes, rounded hollow squares, and buffets - Cabaret = 15"-30" D x 36"-50" H (cocktail rounds/highboys)

Viewing Mediums

- Screens - Light Emitting Diode (LED) Walls - Monitors - Personal Devices - Projection on Buildings, Water, or Smoke

Set the Stage

- Setup room for optimum effect (to be finalized on diagram) - Consider number of chairs and how they are arranged - Room temperature - Lighting - Ensure AV equipment is in place and working properly - Speakers to provide short introduction to themselves

Crowd Mentality

- When a crowd behaves in a manner that is not safe, such as pushing that starts at the back of the crowd and ripples through the front - Crowd management includes empowering and training key personnel (ushers, security, and law enforcement) to know how to relieve potential problems before the crowd is out of control

Best Practices for Function Space Configurations

- Setup staging on the long side of the room, bringing the audience closer to the speaker/stage - Adjust the floor plan for AV needs (rear-screen projection requires additional floor space behind the screen; multiple screens needed for wide rooms) - Plan for attendee electrical needs for laptops and mobile devices; provide adequate outlets - Minimize straight-row seating, however if used, presenters should be on a stage; if possible, include straight-row seating in the center of the room with herringbone on the ends to improve sight lines - Avoid center aisles as that is the best viewing area - Set the room with a few inches between chairs to avoid discomfort between attendees and accommodate cultural norms (for personal space) - Plan for quick sets (how quickly the function space can be setup/rearranged), such as crescent to banquet-style; ensure adequate time in the schedule for staff - Plan sessions in coordination with the room setups - Consider/accommodate accessibility requirements - Allow adequate space in aisles for audience Q&A; place a microphone in wide aisles or provide multiple aisles for hand-held microphones to be passed - With hybrid events, look for new ways to group attendees, focus dialogue, and integrate comments from remote attendees (living-room style setup)

Coordinate Signage Installation

- Signage that requires rigging, who will rig it, and when - Structures that require signage (exhibition booths, registration kiosks, bar fronts) - Signage that goes on easels (who provides easels?) - Exterior signage guidelines - Signage responsibilities (have one person assigned to manage signage and daily changes)

Room Types

- Single Room: one single bed - Twin Room: two single beds - Double Room: one double bed - Double Double: two double beds

Managing Dietary Restrictions

- Site and/or Caterer Selection: ask how they manage dietary needs, avoid cross-contamination, training, and labeling food items - Event Registration: collect dietary needs and medical action plans (with emergency contacts) - Menu Selection: distribute dietary needs to caterers in advance; ask if the chef can prepare a single menu that meets all dietary needs; include details on BEOs - Pre-conference Meetings: confirm caterers have plans for meeting all dietary needs, providing buffet signage, and staff is knowledgable about food served (including process for attendees with dietary needs) - On-site Registration: provide attendees with meal tickets and explain processes; confirm emergency contacts - During the Event: confirm that all items are labeled; ensure staff members know the ingredients of each item and how to identify attendees with dietary needs

Coordinate Transportation

- Some use a DMC or PCO to plan transportation - Consider transportation options - If international travel, make sure attendees are aware of passport, visa, health, and currency needs - If providing destination transportation (transfers), provide greeters and signage

Sources for Selecting Candidates

- Speakers Bureau: makes recommendation - Speaker Showcase: preview speakers in a live setting or through a recorded session - Call for Proposals: need selection criteria, speaker biographies, topic proposals

Banquet Seating Space Requirements

- Table: 60" - Comfortable: 8 (13.5 sq. ft per person) - Maximum: 9 (12.5 sq. ft. per person) - Too Tight: 10 (11.5 sq. ft. per person) - Table: 66" - Comfortable: 9 (13.5 sq. ft per person) - Maximum: 10 (12.5 sq. ft. per person) - Too Tight: 11 (11.5 sq. ft. per person) - Table: 72" - Comfortable: 10 (13.5 sq. ft per person) - Maximum: 11 (12.5 sq. ft. per person) - Too Tight: 12 (11.5 sq. ft. per person)

Introductions

- The highest ranking or honored person's name is stated first, followed by the name of the person who is being introduced - "May I present" is used in high-ranking situations - A younger person is introduced to an older person - A man is introduced to a woman (with the exception of women being presented to ambassadors, ministers, chiefs of state, royalty, and dignitaries of the church) - HOW: higher, older, women

Screen & Projection Placement

- The screen should be at least 5 ft. off the floor - Distance from the projector to the screen should be at least 1.5 times the width of the screen - Projection platform must be placed at 90 degrees to the screen - Projection platform must elevate the projector to at least the bottom of the screen - First row of seating should be no closer than twice the height of the screen - Back row should be no farther than eight times the height of the screen

Early Learning Sources Across Generations

- Traditionalists (born 1925-1945): radio - Baby Boomers (born 1946-1964): television - Generation X (born 1965-1981): standalone personal computers, television featuring multiple channels, video games - Millennials or Generation Y (born 1982-2004): interconnected personal computers, customized information and entertainment, text and instant messaging, instant access

Signage Purposes/Locations

- Transportation - Welcome signage - Building exterior - Flags - Registration/hospitality area - Trade show - Floor signage - Stairway signage - F&B areas - Sponsor identification - Room identifiers before or at entrance - Staging - Screen styles and surrounds - Banners or other branded elements - Podium signage - Lectern signage - Name tents - Set elements - Bar signage - Buffet signage - Recycling bins

Butler Service

- Trays of bite-sized items or beverages are passed and served by servers (American style) - Servers hold a platter for guests to serve themselves (Australian style)

Signage Sustainability

- Use digital options - Select sustainable substrate materials (reuse vinyl signs; determine whether signage is made from recycled materials; showcard is easy to recycle) - Select sustainable inks (soy or vegetable-based) - Design reusable signs (to be used for multiple events) - Use materials that can be donated and re-used

Incorporating Sustainability in F&B Service

- Use fresh, local, and seasonal ingredients raised organically or sustainably - Follow recommendations from sustainable seafood organizations (Monterey Bay Aquarium Seafood Watch) - Manage food waste (composting, donating leftovers) - Limit individually packaged items and disposables - Recycle glass and aluminum at a minimum - Offer vegetarian options

Marketing Responsibilities

- Video: custom video created by professional speakers to give the audience a sneak peek of what to expect - Social Media and Web-based Marketing: promote event through speakers' social media channels and include a link to the event on their website

Music Licensing

- When playing music at an event (whether as background music or as the primary focus), determine if a music license is required and how to obtain one - Most countries have a licensing society that represents songwriters, composers, and music publishers (in the US: ASCAP and BMI) - The event organizer will be held liable for failure to have a music license if it is required; an indemnification clause is important between the event organizer and whoever is responsible for securing the license

Strategic Alignment Questions

- Why is the organization holding this meeting? - Are there alternatives to a meeting that support the purpose? - How will the meeting align with organizational aspirations? What kind of business impact do we want as a result? - In order to achieve that impact, what is it we need people to do, learn, and feel?

3 Categories of Room Sets

1. Captivating: offers the highest attendee interaction (multi-faceted communication) among a smaller group; meeting pods or interactive circles 2. Engaging: offers a moderate level of attendee interaction (two-way communication encouraged); boardroom, u-shape, hollow square 3. Communicative: promotes the exchange of thoughts and ideas primarily from the presenter to the audience (one-way communication); banquet, theater, classroom

Event Design

A process that starts with the development of event objectives that align with the overall objective of the sponsoring organization; these objectives drive all decisions about program, content, value, theme, decor, food and marketing

Afternoon Break - Tea

All Male: Attendance x 10% All Female: Attendance x 15% 50/50: Attendance x 10%

Morning Break - Tea

All Male: Attendance x 10% All Female: Attendance x 15% 50/50: Attendance x 10%

Afternoon Break - Decaf Coffee

All Male: Attendance x 20% All Female: Attendance x 20% 50/50: Attendance x 20%

Morning Break - Decaf Coffee

All Male: Attendance x 20% All Female: Attendance x 25% 50/50: Attendance x 25%

Morning Break - Soda

All Male: Attendance x 25% All Female: Attendance x 25% 50/50: Attendance x 25%

Afternoon Break - Regular Coffee

All Male: Attendance x 35% All Female: Attendance x 30% 50/50: Attendance x 35%

Morning Break - Regular Coffee

All Male: Attendance x 60% All Female: Attendance x 50% 50/50: Attendance x 55%

Afternoon Break - Soda

All Male: Attendance x 70% All Female: Attendance x 70% 50/50: Attendance x 70%

Diabetic

An individual with diabetes, who must have a proper balance of carbohydrates, protein, and fat; scheduling meal times is important for these attendees

Delivery Format - Workshop

An intense, hands-on learning experience for a limited number of attendees to participate in learning a new skill or tackling an issue

Delivery Format - Fishbowl

An interchange between an inner circle debating an issue and an outer circle of observers; individuals occasionally move from one circle to the other

Props

Any pieces added to a room that are for decorative or branding value; typically large pieces that draw the eye

Exhibition Setup - Island Booth

Any size booth exposed to aisles on all four sides; typically 20 ft. by 20 ft. or larger

Type of Sign - Modular Reusable Signs

Applies to a board that can be used for one or multiple meetings and has space to attach or insert smaller, specific signage; can be moved around as needed rather than printing multiple non-reusable signs

Scenery

Applies to elements on a stage or a room periphery that create a visual background

Visual System

Basic Parts: - Input source(s) to be visually presented to the audience (computer) - Switching to alter or combine input sources - A viewing medium for the audience to see the images clearly (screen, LED monitor)

Radio Frequency Identification (RFID)

Badges equipped with a simple barcode that can be scanned for lead retrieval at trade shows, or for tracking attendance when issuing continuing education units (CEUs) is a promoted service

Functional Requirements

Base Space on: - Event type - Event goals and objectives - Areas needed (meeting rooms, credentialing areas, storage, etc.)

Audio System

Basic Parts: - Input source, such as microphone or playback device - Mixer and any items used to change properties of sound or switch between microphones - Speakers or other output devices that amplify and carry the sound waves to the audience May Also Use: - Subwoofers - Delay, Centre, and Fill-type Speakers - Monitor or Fold-back Speakers

Gap Analysis

Builds the bridge between objectives and outcomes and documents what is necessary to span the discrepancy between what exists and what is desired; another value is identifying the existing environmental constraints underlying the gap Point A (The Present): What Is > Gap > Point B (The Future): What is to Be

Implementation Phase

Collaborating with the marketing team to deliver the message and engineering the experience for the attendees

Ideation Phase

Collaborative process that generates ideas and solutions to the identified challenge(s); in this stage, the event designer may collaborate with stakeholders

Principle of Experience

Considering event experience from attendee perspective and designing it to be meaningful and memorable; aligned with ideation phase

Secure Contracts & Communicate Expectations

Contract to Include: - Travel arrangements (air and ground) - Date, time, place, and duration of presentation - Accommodations & meals - Fees, reimbursements, and payment terms - Social events and other sessions - Product promotion - Procedures on handouts and materials - Audio, photo, or video recordings of presentation - Cancellation policies - Audiovisual requirements - Legal implications, if any - Agreement on action to rectify non-compliance and breaches of contract within acceptable timeframe - Social media promotion

Brain-Friendly Food

Creating a Productive Meeting: - Limit high glycemic foods (made primarily with white flour and white sugar; provides instant gratification but leads to a blood sugar rush and crash) - Fresh, regional, local ingredients tend to be more nutrient-rich - Limit salt and processed food - Include nutritional information about key ingredients (protein, carbohydrates, fat content, calories, sodium) Ex: granola, blueberries, bananas, yogurt, peanut butter, dark chocolate, energy bars

Virtual Hosts

Engage remote audience; link between live and remote events; hire someone skilled to do this; must be technology-savy, aid guests and fill in gaps

On-Site Verification

Depending on the event, verification may be required for admittance when attendees arrive on-site Ex: presenting a ticket or photo ID

Principle of Meaningful Engagement

Designing the event to connect with the audience physically, intellectually, and emotionally; aligned with inspiration stage

Principle of Distributed Learning

Determining the optimal scheduling of distribution of learning, including formal and informal elements, and what should occur before, during and after the event; aligned with ideation stage What is the attendee's experience and how do we design it for their optimal benefit?

Gallons

Divide the resulting number by 20

Litres

Divide the resulting number by 6

Principle of Assessment and Evaluation

Emphasizes the importance of clear, measurable objectives for the purpose of determining the event's ROI; aligned with inspiration stage Why is this event needed and what are we hoping to achieve?

Partially Interactive Setup

Encourage group discussion to coincide with a speaker's presentation; audience faces the stage or speaker but will also need space to engage in group discussions; also used for meetings without a speaker but with visuals (screen) Ex: u-shape, horseshoe, crescent rounds, pods, two-tiered

Learning Strategies

Encourages engagement, comprehension, and retention of meeting content and information; meetings should provide positive, supportive environments recognizing the audience's emotional, social, and physical needs and nurturing their characteristics

Performers & Entertainers

Entertain appropriately for the audience; determine whether this is a feature act or a background act; will need to be briefed with audience background and interest in interactivity

Event Specification Guide (ESG)

Final working document containing every detail required to make an event happen; critical tool for success; shared with key staff, supplier partners, and venue representatives 14-30 days before the event

Exhibition Setup - Corner Booth

Formed in a linear booth layout, at the end of the row of in-line booths, offering exposure to intersection aisles on two sides; all other linear booth guidelines apply

Technical Director

Functions with the project manager to oversee the production schedule, drawings, permits, and any other technical details of the show

Exhibition Setup - Linear (In-Line) Booths

Generally arranged in a straight line and have neighboring exhibitors on the immediate right and left, leaving only one side exposed to the aisle; most commonly 10 ft. wide by 10 ft. deep with a maximum back wall height limitation of 8 ft.

Two-Star, Hostels

Having these options available at a lower price range is a good practice for large international meetings that draw people from many economic sectors

Type of Sign - Hand-held Sign

Held by friendly, knowledgable staff or volunteers in a uniform to help attendees get where they need to go; important at outdoor events to make sure attendees stay on course

Delivery Format - Colloquium

Informal meeting for the purpose of discussion and to exchange ideas, usually of an academic or research nature with mutual interest; conducted with little regularity

Big Data

Information organizations capture, store, share, and analyze across the business (business intelligence): - Demographics - Psychographics - Session participation and evaluation - Exhibitor visits - Budget cycles - Buying behaviors - Social media participation

Event ROI Pyramid

Level 0 - Inputs and Indicators (Statistics) Level 1 - Reaction, Satisfaction, Planned Action Level 2 - Learning Level 3 - Application Level 4 - Impact Level 5 - ROI 5% of an organization's meeting portfolio should be measured at Level 5 (ROI) because of the time and cost involved in securing necessary data

Principle of Collaboration

Links understanding the needs of the audience through direct consultation and collaboration with stakeholders on the design of the event; aligned with ideation stage

Religious Preferences

Many faith-based groups restrict consumption of certain F&B groups

Convention Center Hotels

Many large association meetings and trade show or exhibition-focused events will take place here; planners provide room block options in nearby hotels (often three to five stars)

Type of Sign - Digital Signage

May have a cost associated from venue (less than printing); benefits include the ability to incorporate branding, use full color, make last minute changes; add features, and avoid storage/shipping costs

Exclusive Providers

May include chefs, kitchen and service staff, and food and beverage choices; some venues may allow exceptions (negotiated during contracting phase)

Luncheons

Menus and service styles should be based on concurrent activities and amount of time available, attendee preferences, and cultural norms; may include chilled or hot entrees; 90 minutes of service Ex: Presentation with limited time = plated Working lunch = buffets or take-away (grab-and-go)

Signage Material - Showcard

Moderately durable; when printed with soy-based inks, it is easily recyclable

Cool Colors

More calming, stimulate creativity and innovating thinking Ex: blues, greens

Warm Colors

More stimulating environments Ex: reds, oranges, yellows

Five-Star Deluxe Properties and Resorts

Most often used for corporate incentive events; these properties are designed to impress attendees, and the function space often includes outdoor spaces/views that feel like an award

Food Stations

Multiple areas; may be themed to a specific food type or style of presentation

Professional Speakers

Often keynote speakers; may be represented by speaker bureaus; will need to be briefed on audience background and desired outcomes

College and University Campuses

Often used during the summer or during breaks between semesters as an affordable option for large meetings to small gatherings; some have conference rooms available year-round; accommodations range from dorm rooms, to apartments, to on-campus hotels

Premium/Luxury Cruise Lines

Often used for corporate incentives; designed to impress like high-end hotels and resorts; offer excellent amenities, inclusive rates for function space, AV, F&B, and entertainment; more of an adult atmosphere

Synchronized (Hand) Service

One server for each seated guest; the waiters carry only one plate to the table and, upon signal, set the plate in front of the guests simultaneously; efficient, elegant, and costly due to additional servers required

Delivery Format - PechaKucha

Originated in Japan; a series of short presentations of 20 slides lasting 20 seconds each; "ignite presentations" include 20 slides lasting 15 seconds each

Program Flow

Outlines the timing of each element and helps provide a realistic timeframe that identifies where the schedule may be too crowded or where gaps appear in the program

Producer

Oversees all details of technical production and all technical suppliers, including videos and graphics created for the event; hired for the largest shows

Project Manager

Oversees crew and directly liaise with the event professional

Broadcast Producer

Oversees the broadcast and typically has a background in live sports or live news broadcasts; he or she will work with the event organizer on content so the audience has a meaningful and engaging experience

Exhibition Setup - Perimeter Booth

Part of a linear booth layout that backs to an outside wall of the exhibition space rather than the back of another exhibition booth; up to 12 ft. back wall height

Delivery Format - BarCamp

Participant-led conferences where everyone who attends contributes a demonstration/session

Delivery Format - Unconference

Participant-led event; agenda is created by attendees on arrival and includes open discussions rather than formal presentations

Concessions

Pay-on-your-own; often seen at larger conferences or trade shows; usually provided by the venue rather than through a caterer, at no cost to the event host

Signage Material - Roll Up

Printed vinyl assembled from a small carrier to a large banner, normally over 2 meters (about 7ft.) tall

Presenter-Focused Setup

Prioritizing the speaker and the speaker's message; prioritize maximum capacity over interactivity and used for general sessions/keynote presentations Ex: theater-style, semicircle or arena seating, herringbone (v-shape or chevron), standard schoolroom

Individual Devices

Required for: - Online speakers or moderators - Social media stream - Webcast monitoring - Online breakout groups - Enabling onsite attendees to talk to online attendees in the online breakout group area or pod

Meeting Environment

Response to Space: physical, physiological, psychological

Service Levels

Rounds of 8: Minimum Service Level - 1 server per 4 tables (1:32) Optimum Service Level - 1 server per 3 tables (1:24) Table/Limited French - 1 server per 2 tables (1:16) Full French/Russian - 1 server per table (1:8) Rounds of 10: Minimum Service Level - 1 server per 3 tables (1:30) Optimum Service Level - 1 server per 2 tables (1:20) Table/Limited French - 2 servers per 3 tables (1:15) Full French/Russian - 1 server per table (1:10) Bussing Staff: Minimum Service Level - 1 busser per 4 servers (1:4) Optimum Service Level - 1 busser per 3 servers (1:3) Table/Limited French - 1 busser per 3 servers (1:3) Full French/Russian - 1 busser per 2 servers (1:2) Buffet Service: Minimum Service Level - 1 server per 40 guests; 1 busser per 2 servers Optimum Service Level - 1 server per 40 guests; add 1 busser per 2 servers

Plated (American) Service

Serving two or more courses at tables; food is plated in the kitchen and placed before each guest; food is served from the left, beverages from the right, and all items removed from the right, salad or dessert can be pre-set

Buffet Service

Single or double-sided tables displayed with food; a line or multiple lines of attendees take plates and self-serve; less formal with guests moving around; one needed per every 100 guests; have a separate dessert table or provide dessert service with coffee later

Three-Star Hotels

Some have meeting space integrated into their design and are suitable for many types of work-focused meetings by corporations and associations; meeting space is typically small; other services (F&B, parking) are often less expensive

SMART-TER

Specific Measurable & meaningful Achievable, yet challenging Relevant Timely Tied together Economical & efficient Reported & recognized

Facilitate Meal Accommodations

Stakeholders must ensure guests with special meal requirements obtain the correct meals; use color-coded place cards or tickets

Banquet & Reception Setups

Standard banquet round tables = 60", 66", 72" - Banquet Seating: can include a head table or speaker/presentation (set a riser in these cases) - T-shape: suitable for small banquets; set screen at the bottom of the "T" for AV presentations - Horseshoe

Signage Material - Vinyl, Synthetic Non-Woven, or Similar

Talk to your suppliers about options and be honest about how it will be used; avoid PVC banners where possible to protect the environment