We’ve all seen a presentation delivered at a conference that has too much information on the slides and we’ve all seen that presentation forwarded to attendees that basically tells you nothing. Maybe a picture off a bird dipping it’s beak in to a pool made sense then, but it doesn’t now!
The reason both things happen all to often is that the presenter is using only one presentation.

A presentation can not be all things to all people. The presentation you deliver in front of an audience should differ from the presentation you upload or give to the organsier to distribute. This is probably obvious to most people but it is very interesting to see that the majority of presentations delivered in front of a live audience are the same versions sent to attendees post event. And that is a shame: it is a learning opportunity missed. This happens because we organisers never ask our speakers for two different versions. 

Some simple tips on making the easy transformation

1. If you are an organiser explain to your speakers that spending a little bit of time changing the presentation will make a big impact on the learning for your attendees. Simply by explaining and then showing the differences you can increase the learning of your attendees. So ask for two versions but do provide some guidance; some of which is below.

2. We have all been told that you should NEVER use bullet points in your presentation, well, that’s not exactly true. Bullet points are perfect if you want someone to take in your key points when they don’t have the distraction of you talking as well. So when presenting bullet points are bad. When completing your version to send to delegates bullet points are good.

3. When presenting use big bold strong images. These images don’t need captions of extra information on the screen (that’s why you are there) But when you complete the other version reduce the physical size of the image and add the title or the key take home message you want delegates to take away.  

4. A lot of text on a slide when you are standing next to it on stage is not a good idea. Attendees will find themselves distracted between the information on the screen and the information coming from you (even if it’s the same information it’s still confusing) However without you filling in the details, a lot of slides needs a lot of information. Don’t be scared to add what seems like a lot of detail to your slides post event. This info replaces you. 

5. When you present your talk it will likely last 30mins so think about how long it should take to read the presentation. It should be a lot shorter. Don’t overload the second presentation; remember you should only have the same 3 to 5 key points. 

6. Adding links to further reading related to the topics you cover works really well in the second, take home version, much less in the “live” presentation. Sticking up a 20 character web address on screen and hoping that attendees take it down properly and then remember to use it doesn’t work so well.

7. Add links to content in your attendee version. You will perhaps be directing them to your other presentations or content or to interesting events so make sure you make it easy for them. 

Why this is so important

1. As an organsier you are really showing your delegates love. You are demonstrating value to them and also that you understand their learning needs. Tailored learning isn’t easy to do but does show your commitment to their needs. 

2. You have more content and content is very important. You are not sending them stuff they have already seen but real added value stuff. 

3. As a speaker you are showing a commitment to those who took the time to come and see you. I personally think this helps you stand out among other speakers. It’s also an extra thing to do to justify you being paid (which for a whole host of reasons I support) 

4. The savvy attendees should be demanding this at the events they attend. So put the effort in so they continue to attend your conference and not someone else’s.

Hopefully a helpful example

I spoke recently at an event in Budapest. I’ve uploaded the version I presented and the version I then forwarded to the organiser. This is far from perfect (especially with the problems Slideshare has dealing with Keynote) but it should provide a useful guide for you to forward to your speakers.  

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There is of course no particular ‘one best way’ to manage an events department. However after running several event businesses in associations and completing events consultancy for organisations – as varied as the events they run – we have discovered that there are five areas which organisations can focus on to make more of a success of the events they run.

Here’s the full presentation.

The five keys areas that successful events departments focus on in Associations:

1. Understand the power of the events you run!

2. Understand how technology can support your events and your event department

3. Tell people what they are missing not simply what is going on

4. Get the most out of your event organiser / PCO. Be more demanding!

5. Focus on delivering value to ALL of your stakeholders

By looking at the areas outlined in the presentation you should be able to take a more subjective view of your events and your events business. In each section we have pointed to “what successful events businesses” do and we hope that provides a benchmark for your events.

The presentation is designed to help you analyse your events and to start to make some improvements. Of course this process can be challenging and even daunting. So if you think your events have more potential get in touch with Gallus Events. We will see if we are able to help you turn your events into experiences and your events department in to a valuable asset for your association.

William will be delivering a tailored version of this presentation on the 11th February in Budapest at MCE CEE 2013 

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During one such memorable and particularly coffee powered chat with Sam and Emma at Evently we touched on innovation in the events space. I stated my view that there is a lack of innovation from the events professional (in general). To back up my evidently sweeping statement I focused on the pretty standard format of our big industry events (EIBTM and IMEX) and trade association annual events such as Association of Event Organisers annul event and MPI Europe (I picked these two for the simple fact they both take place this month). If innovation in our industry came from event organisers it would be at these events where we would see it put in practice. However In terms of innovation a lot of these events are as barren as a spaghetti western back drop.

Organisers can only have so many strings to their bows

I also commented on the core skills of most organises. Almost every organiser is fantastic at making things happen; juggling many different tasks and priorities and adapt at dealing with many stakeholders. But being innovative and creative is a skill that many organisers don’t possess. Another sweeping statement I wonder if you agree with?

Seeking out innovation

I think it is incredibly useful for organises to find the innovative events. You can not of course attend every event but fortunately you can put events to the test without lifting your eyes from your computer. Look at a few of the upcoming trade association annual events (I’ve given you two above as a starter) and score them against Julius Solaris’s fantastic 2013 event trends or my top 10 things great events should do in 2013. See if you can find innovation in the environment where surely it should be most obvious.

To add flesh to the bone or fuel to the fire, here is another challenge: attend a big event industry exhibition or event association annual conference and find ANYTHING, just one thing, that isn’t replicated at the hundreds of exhibitions or annual conferences run for every other industry: you will see how frighteningly difficult that challenge is. And that can not be good for our events or for our industry.

160 years of Exhibition innovation by organisers

These are two images I’ve used on several occasions when speaking to organisers on various topics focused around “events as experiences” Look what a century and a half of innovation by organisers has done to exhibitions! If there is one area within our industry that needs a major review it is exhibitions.

Innovation – not in my back yard!

So my central question is: do shows the size of IMEX, EIBTM or our leading Trade Association / Membership events have a duty to the world of events to be innovative?

Or do we want our trade associations and membership bodies to focus on other things rather than run inspirational and though provoking events? Do we think that being innovative simple isn’t Reed Travel Exhibitions, Regent Exhibitions, MPI, ABPCO, AEO etc job?

If not in my back yard then whose?

I think the time has come when every organiser has to show innovative within some of their events. And I think it should start with our leading events. If we are to positively influence the general view of the events “profession” as just that; an actual professional, then we have to show more innovation in our own events. We should be using our industry events to take the risks and to try the things we would never dare test with other people’s events!

And here is a job for our clients: be more demanding: insist that we improve the events we run for you. Ask how our events will be different and better than the previous year? Make sure the events we run for you deliver everything that they should. Again the two check lists from Julius and myself will be very useful.

As I have stated above innovation is of course not just the job for the big guys; it’s the duty we all carry. Our industry is calling on us to be be innovative and we all have to deliver. 2013 is a big year for all of us. Let’s make it the year of innovation.

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There are a lot of cutting edge ‘conference style’ events happening in 2013 and I urge everyone to seek out the ones that do things differently. 

Events are the most wonderful place to consume the latest information in a truly unique environment shaped by every attendee. They can be bespoke and truly memorable experiences while harnessing the best in human nature. The value of face-to-face contact cannot be underestimated so do not write off events: just be aware of the bad and the ugly and use our list to avoid them. 

Here are ten things to look out for. If the event you are considering attending isn’t doing at least half of these things then that is a sign that it may not be the event for you! 

What the great events will be doing in 2013

1. The use of content marketing. If an event you plan to attend just uses messages like “must attend event” or the equally ubiquitous “unique networking opportunities” be very skeptical. I would wager that it won’t be the former and won’t provide the latter! The event to attend will be enticing you by demonstrating and proving the quality of the content and the uniqueness of the networking way before you actually attend the event. Content marketing ensures the event “proves” rather than simply pretends. 

2. Events which concentrate on the right audience using audience curation. This is so important especially as many events increase the amount of peer-to-peer learning to add value to participants. Here’s some more useful info on audience curation. 

3. The organiser paying / training / providing great support to speakers. I believe that you should not attend a decent sized event that has not offered to properly support, or pay the people in charge of delivering the learning. As I am sure you will agree, when you pay people it generally tends to increase the amount of time they commit and the quality!  

4. Conferences which include meeting design. At these events you are likely to learn more and have the right conversations. The event will be designed as an experience. Within the learning you will see a variety of session types, different durations and a great mix of learning and networking environments. 

5. Conferences where attendees have the opportunity to be “participants”. If you are planning to attend an event and you haven’t had the opportunity to influence the programme or even better, the opportunity to directly contribute, then do consider avoiding the event. Events are for you so your input is crucial! 

6. Social Media playing a much more active role in the event. Events and social media is a marriage made in heaven. Organisers should encourage engagement from all the stakeholders as social media can add value to everyone. If the event you are considering attending isn’t using social media to add value to your attendance I would question if you can be sure there will be value in other areas?

7. Conferences structuring delegates learning and networking before, during and after. The organsier should be helping you learn and network before, during and after the event. The event has to have a longer “shelf life” than its’ physical duration. 

8. Something unique! Anything! Even if it’s that smallest thing that looks different. Just a hint of tailoring of the event is a good indication that a lot more thought has gone into the other elements of the event. 

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You don't have to go to this extreme but please just something different!

 9. Conferences that announce the majority of their content months before the event. If this doesn’t happen it means that rather than honing fantastic, unique and dynamic content they have been doing something which they obviously consider much more important. 

10. Have exciting promotional material. If the event is using marketing material that has, for example, a picture of the destination city rather than any imagery that relates to the actual conference theme, taking a wide berth is recommended. If they use a traditional four page A4 brochure this smacks of the “production line approach” to your event. Avoid these events.

Make the most of the events you attend in 2013

My advice, as a consultant who sees under the bonnets of hundreds of events every year, is this – if you aren’t seeing more than half of the things on this list then think very seriously about attending that event. 

Seek out the innovative events and attend them. These events will be worth it. 

So “My EIBTM” is now a view of my home show and what a beautiful looking show! Countries from all over the world make an amazing line up of exhibitors. What a mind blowing list of speakers!

Lessons learned

As an Event Organsier it is impossible to visit too many events. There are lessons to learn, tips to pick up and notes of things to avoid: and that’s just from considering the look and feel of the event. On top of the normal things you can glean from every show I learned a lot from the speakers at EIBTM.

Like a good experience visiting a show shouldn’t just be about answers: you should leave with questions too and I have plenty for the industry following one of our biggest shows. But those questions are for my next Blog.

The first thing I learned was that I am not a morning person. Despite living only 7K from the exhibition hall I missed the early morning sessions, every morning!

The Tech Experts

The earliest session (and it started at 12p!) I made was on the last day. A great panel session looking at technology in events. And here’s what I picked up:

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The Tech Panel at EIBTM. Click on the picture to see who these experts are

- Adding a quiz element to a session increases learning by 20% and adding a prize increases that another 20% (please welcome on stage…….Gamification!)

- The World isn’t going mobile it’s gone mobile! The events industry has (once again) shown that it lags in technology take up and that is to its detriment. We have to catch up.

- Never introduce technology for technologies sake: it has to be integrated into your event: it has to make sense. Making it part of the narrative of the day really works.

The power of emotion has to be harnessed in events – thinking inside the box!

This session was a real challenge for the audience. Hosted by Raimond Torrernts the session, in a lovingly put together and very practical way, involved all the emotions to demonstrate the impact all of your senses have on learning. It was also really great fun! 

As the session was in Castilian it was even more of a challenge for me and having my head (so did everyone else) in a cardboard box really meant it was the most challenging session of EIBTM. But well worth attending.

Here are two links to content from this session. The first video link demonstrates the power that emotion can play in marketing. I felt quite emotional watching it in Barcelona as it is set in my real home city of Glasgow.

The second video demonstrates the potential our events have for our organisations if we “think INSIDE the box”

Gianfranco Chicco’s session:

The most cerebral session of EIBTM was this fantastic session from a true events visionary. GC looked at why we must consider changing people’s behaviour when we run innovative events. He also addressed the innovative ways we can analyse the fundamentals of how and why we do the things we do when running our events.

It was a shame that it wasn’t particularly well attended considering how fantastic the content. This was no doubt down to the mindboggling wide choice of sessions (more on that in my next Blog). However for the chosen ones who attended there was a goldmine of tips and pointers to make a real difference to the events we run.

GC concentrated on ways in which the organiser can influence their stakeholders. The importance of influencing is one of the main areas Gallus Events (through our events and our Blog) will be focussing on next year. 

Gianfranco’s session was full of a deep understanding of how to successfully influence our organisations. I was a “scribbling pencil” at the front making endless notes and I have already followed GC’s advice and bought “Disrupt” and subscribed to BJ Fogg’s newsletter. I would urge other organsiers to do the same. As well as of course signing up to GC’s newsletter.

How technology has changed the way we organise events

This was delivered during the association day but it deserves a much wider audience. Julius Solaris looked at the impact of technology on our events in a practical and very amusing session. I also love that he then created the session as an info-graphic.What a wonderful idea! Wouldn’t it be great if every speaker was able to do something like this? Properly supported by the organiser of course.

With hundreds of sessions going on at EIBTM I hope this little summary of my EIBTM provides a few useful pointers. You can visit our Pinterest Board of EIBTM as well. 

Here’s the whole wonderful info-graphic from JS

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We then started talking about EIBTM. He asked “how can I get the most from the #eibtm? I said that it would depend on which perspective he was coming from. Was he talking as:

• an attendee?
• an exhibitor?
• a speaker?
• the organiser?

Using EIBTM as an example he wanted to understand exactly how a hashtag, if used properly, could add value to his next event. I said I would drop him a note. And here it is in blog format. I’ve looked at how each stakeholder could use the event hashtag to best effect.

How to get the most out of the #eibtm (or any event) hashtag

Now I am using the #eibtm hashtag as a live example but the outline really could be relevant for ANY event hashtag.

I will look at how each stakeholder can use the hashtag to get more value from the event. With one week to go to EIBTM I would love to see an increased awareness of how useful the tag could and should be. So please feel free to forward on the blog.

So first up and most importantly: how attendees should make the most of an event #tag

1.Use it to keep up to date. As we build up to the event the hashtag is a great way to find out more about the event in an easy, hassle free way. At a large event there is a lot going on and if you want to stay on top of what’s happening simply FOLLOW THE HASHTAG. Following the #tag is easy you just have to type it into the search function in Twitter and save the search.

2. Use it to help with your networking. Most of the people and organisations using the hashtag in the run up to the event will be attending. You can use the #tag to help make the most of your time at the conference.

 - Is there anyone who is ‘talking your language?’

- Is someone tweeting about the areas that you want to know about?

If so, why not contact them and ask to meet up? The hashtag is a great way to open up communication with people outside of your network who have similar interests.

3. Use it to help you decide what to do at the show. You have a whole host of choices at a show the size of EIBTM. It is impossible to go to every stand or to see every speaker. So use the hashtag to help you make those decisions. If you aren’t sure about a session why not see if that speaker has tweeted using the hashtag? (in the speaker section below I will cover what they should be tweeting about) If they have tweeted I would say he/she is likely to have put more effort into their engagement and involvement with the show. The same goes for exhibitors. As an attendee I will be using the hashtag as a pointer to the sessions I should attend and the stands I should visit.

How speakers should make the most of an event #tag

1. Use it to provide more learning. It is unlikely that any speaker is really able to get everything over to those gathered to listen to them during their short session. So use the hashtag as a way to point to extra content. It’s a great way to get people to do a bit of prep before they attend your session – perhaps write a blog on the issue you are covering or other content related to the session and make your audience aware of it by using the hashtag.

2. Use the hashtag to engage with your audience. Jump on the hashtag and use it to check and tailor the content you are covering. Ask your potential audience which topics they would like to see covered or get them to send questions via the hastag. After your session use it to see if you missed anything out of your session as well as highlighting more content related to the session.

3. Use it to promote your session. You want the right people at your session so use the hashtag to promote the session to the target audience and why they should attend.

How exhibitors should make the most of an event #tag

1. Generate leads. Follow people who use the hashtag, retweet their great content and start engaging with attendees before the event. Try to make sure that the people who arrive on your stand already know who you are and more importantly that you have taken the time to know who they are.

2. Shorten your sales pipeline. Use the hashtag to see who is attending the event. You won’t have a complete list from the organisers so use the hashtag to find out. Find out a bit more about their business via their Twitter profile. Contact them if they are relevant and if you think you can really help them. With this proactive approach you could have the attendees arrive on your stand to discuss the proposal you’ve already worked on.

3. Don’t just highlight that you are taking a stand but highlight why people should seek you out. Upload links to content using the hashtag. Demonstrate that you understand your clients business by commenting and retweeting.

Use it to prove that you are committed to your customers and serious about doing business at the show.

How organisers should make the most of an event #tag

This is the simple part. As organisers we can add so much value to our events if we are the lead users of the hashtag. This link explains how organisers can best use the hashtag in detail.

But in general all we have to do is promote the benefits (like I’ve listed above) to our stakeholders. When people use our hashtag there is so many benefits in it for us so we have to put that bit more effort into it. We have to educate and inform. And most importantly we have to lead and demonstrate that we really know not only what we are talking about but what our attendees, exhibitors and speakers want to talk about.

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