Tick-Tock Triumph: Mastering Time Management for Event Planners
Read the full article on the ExpoPass website
In the fast-paced world of event planning, time is the ultimate currency. A robust time management strategy isn't just a tool; it's the secret ingredient to orchestrating flawless events without unnecessary stress. Efficient time utilization not only keeps you on budget but also provides a cushion for unforeseen challenges, ensuring your events are executed with precision.
Our comprehensive time management guide for event planners delves into the organizational aspects that set the stage for success. From prioritizing tasks using the Pareto Method to establishing weekly and daily goals (the BIG THREE), we offer practical tips to conquer the ticking clock. Additionally, we explore effective scheduling techniques, emphasizing the importance of time blocking, deadlines, and strategic breaks to maintain focus and flexibility.
While technology can be a double-edged sword, we highlight its role as an invaluable ally in event planning. From setting alarms for time tracking to utilizing project management software like ActiveCollab and Monday, we guide you on leveraging technology to your advantage. Finally, we emphasize the often-overlooked aspect of rest, emphasizing its role in enhancing efficiency and preventing burnout.
In the world of event planning, where every minute counts, mastering time management isn't just a skill—it's the key to delivering exceptional experiences. Learn how to invest your time wisely and build a personalized toolkit for seamless event execution. "Tick-Tock Triumph" is your guide to transforming time from a challenge into your greatest asset.
Expert Profile: Jen Kramer
Experienced Event Planning Expert and Philanthropist
Jen Kramer, a highly skilled and dedicated Sales Manager at Access DMC in Chicago, boasts an impressive 30 years of experience in the dynamic world of hospitality and event planning. Throughout her illustrious career, Jen has held various pivotal roles in renowned organizations, including the City of Chicago - Mayor's Office of Special Events, the Chicago Park District, Navy Pier, and DePaul University. Her extensive background spans a diverse range of responsibilities, from directing events and managing entertainment to overseeing marketing initiatives. With a deep-rooted passion for celebrations and entertainment as powerful business tools, Jen has consistently demonstrated her ability to drive revenue growth and exceed client expectations.
A Chicago native through and through, Jen's unwavering commitment extends beyond her professional endeavors. For over two decades, she has proudly served as a board member for Special Olympics Chicago, actively contributing to fundraising efforts for this esteemed charity. Outside of the office, Jen finds solace and inspiration along Chicago's breathtaking lakefront. Whether she's donning her running shoes for a lakeside jog or exploring the city's vibrant neighborhoods on her bike, Jen's love for her hometown shines through. Her quest for hidden culinary gems further underscores her affinity for Chicago's diverse and thriving restaurant scene.
Delivering Unforgettable Experiences
As a Sales Manager at Access DMC, Jen derives great pleasure from engaging with clients and unveiling the wonders that make Chicago a truly exceptional destination. While the city's iconic attractions are widely known, Jen's expertise lies in highlighting the exceptional and specialized service providers, vendors, and business professionals that set Chicago apart. Leveraging her insider knowledge and problem-solving prowess, she goes above and beyond to ensure that each client's expectations are not only met but exceeded. Embodying the spirit of "the City that Works," Jen's dedication to creating experiences that surprise, delight, and fulfill every aspect of her clients' vision is unparalleled.
Jen's career has been punctuated by a defining moment that showcased her exceptional skills in crisis management. During her tenure as a City employee, she played a pivotal role in handling the crisis surrounding the 2007 Chicago Marathon, which had to be canceled mid-event due to extreme heat and humidity levels. Her exceptional logistical and operational abilities proved instrumental in effectively managing this challenging situation. Recognized as a model for emergency preparedness in large-scale events worldwide, Jen takes immense pride in the significant contribution she made to the successful resolution of multiple catastrophic crises that day.
From spearheading the Chicago White Sox World Series Parade in 2005 to organizing the Chicago Blackhawks' first Stanley Cup Parade on Michigan Avenue, Jen holds a deep sense of pride in these unforgettable moments of triumph. Moreover, she celebrates the resounding success of Navy Pier's Winter Wonderfest and the remarkable growth of the Special Olympics Chicago Polar Plunge, which has experienced exponential participation and fundraising over its 20-year history. These achievements exemplify Jen's unwavering dedication to creating and executing events that leave a lasting impact on attendees and the community at large.
Resilience, Innovation, and Reimagined Experiences
Reflecting on the future of the event and meeting planning industry, Jen believes that resilience is the key takeaway from the pandemic. She holds an optimistic outlook for the road ahead. Jen envisions a future filled with excitement, innovation, and fresh ideas that will reshape the landscape of events and meetings. As professionals adapt, reimagine, and reinvent themselves and their offerings, she believes the industry will continue to deliver remarkable and awe-inspiring experiences that exceed expectations and leave a lasting impact.
Jen Kramer is hosting the '40 Ideas To Make Your Holiday Party Stand Out' session during Holidays In July, our Planner Master Class event on July 25th. Make sure to register for the event HERE.
What To Expect At Our Next Planner Master Class
By Elena Martin - Ateema's Director of Events
As part of Ateema’s upcoming Holidays in July event on July 25, not only will planners have the opportunity to get ahead of the game with inspirational ideas for your holiday gatherings, we also plan to offer two educational sessions that will keep you on the cutting edge.
Read on to learn more about these sessions and Register HERE for the event today.Â
Transforming Events: The Impact of Generative AI on the Meetings and Event Industry
Join University of Chicago Clinical Professor & Chief Scientist, Dr. Utku Pamuksuz, as he takes the mystery out of how event planners can benefit from using AI to enhance their work. Generative AI has the potential to revolutionize the event planning industry. In this session, event planners will be encouraged to explore its practical applications and benefits.
By leveraging Generative AI, event planners can enhance creativity, engagement, and overall event experiences. This technology enables the use of interactive chatbots and tailored content generation, providing real-time information, personalized recommendations, and immersive interactions for attendees.
The session emphasizes the importance of maintaining the human touch in event planning, utilizing AI as a valuable tool alongside human expertise. By attending this session, event planners will gain the necessary knowledge and skills to effectively incorporate Generative AI into their strategies, paving the way for a future where this transformative technology reshapes the landscape of event planning.
40 Ideas to Make Your Holiday Party Stand Out
Panelists:
Dayna Malow, CEO, Live Art International, Inc.
Linda Whitlock, President, Corporate Event Interactive, Inc.
Andrew Brode, President, AV Chicago
You might be feeling a little stuck on how to make your business’ holiday party stand out this year, especially with employee downsizing and shrinking budgets. You are not alone! In this session, planners will hear from industry experts on best practices to make their holiday parties memorable. Topics will include developing the event look and feel, creating engaging experiences, unique catering ideas, consideration of cross-cultural elements, cutting edge audio visual production, and team building activities. Participants will walk away with an actionable list of ideas to incorporate into their own holiday celebrations.Â
Ateema Media & Marketing has been approved by the Events Industry Council (EIC) as a Preferred Provider of the below-listed continuing education courses, which qualify for CMP continuing education credit. Determination of continuing education credit eligibility or Preferred Provider status does not imply EIC’s endorsement or assessment of education quality.Â
Get inspired for your next holiday events at Ateema’s next Planner Master Class. Register HEREÂ
How AI is Changing the Event Planning Industry
Artificial Intelligence (AI) and ChatGPT have become integral to the event planning landscape, revolutionizing the industry in countless ways. In a recent webinar hosted by Expo Pass, the power and potential of this transformative technology were explored. With AI's ability to analyze vast amounts of data and ChatGPT's remarkable language generation capabilities, event planners can harness these tools to streamline processes, generate engaging content, and enhance attendee experiences.
Practical Applications
The webinar shed light on the practical applications of AI and ChatGPT in event planning. From automating mundane tasks to generating personalized content, these technologies offer a range of benefits. AI's data-driven insights enable event planners to make informed decisions, optimize logistics, and deliver targeted experiences. Meanwhile, ChatGPT's natural language processing capabilities allow for efficient communication with attendees, providing instant support and personalized recommendations.
The Expo Pass webinar emphasized the importance of understanding the limitations and ethical considerations associated with AI and ChatGPT. While these technologies can greatly augment event planning efforts, human expertise and intuition remain crucial. Event planners must approach AI implementation with caution, ensuring that it aligns with their organization's goals and values. By striking the right balance between technology and human touch, event professionals can unlock the full potential of AI and ChatGPT to create unforgettable experiences.
Overall, the Expo Pass webinar showcased the transformative impact of AI and ChatGPT in event planning. From optimizing operations to delivering personalized interactions, these technologies are reshaping the industry. By embracing these advancements responsibly and integrating them into their strategies, event planners can stay at the forefront of innovation and deliver exceptional events that leave a lasting impression.
Read the article and watch the webinar recording on their website.
Special thanks to our partners at ExpoPass (and ChatGPT for the valued help).
Looking Back at the 22nd Edition of the Hospitality & Tourism Summit
The 22nd edition of The Hospitality & Tourism Summit (HTSC) was a pivotal industry conference that provided enriching experiences for attendees. Held on May 2, this event featured a captivating trade show, enlightening educational sessions, and invaluable networking prospects.
With the participation of over 1,250 distinguished professionals, including top meeting and event planners, concierges, hotel salespeople, social media influencers, business representatives, and industry experts, the summit offered a unique platform to connect, learn, and cultivate business opportunities in preparation for the bustling summer season.
Key Takeaways
According to a survey conducted among planners, 100% of the respondents highly recommended their industry peers to attend the HTSC event next year, indicating a high level of satisfaction (rated 8 or more).
The top three reasons cited by planners for attending HTSC were
- to find new venues and vendors
- to expand their professional network, and
- to stay informed about industry trends.
When it came to the trade show, planners particularly appreciated:
- the great variety of vendors
- the opportunity to hear from industry leaders during the educational sessions, and
- the abundance of delicious food and drink options available.
Elena Martin, Director of Events at Ateema, reflects on her experience at the HTSC event, describing it as a resounding success, especially considering it was her first time attending. Martin highlights the energetic atmosphere and the connections made among Chicago's finest professionals. She also commends the creativity displayed by the 120+ vendors in representing their businesses.
How AV Chicago can take the stress out of hosting an online or hybrid event
Safety is still at utmost importance as we continue to work from home and take precautions around events and social gatherings. As the vaccine numbers increase steadily, meeting and event professionals are gearing up for hosting in-person and hybrid events to bring people back together safely. Luckily, AV Chicago and partner Chop Shop have found a way to take the stress out of planning hybrid and online events. With an expert team and a state of the art facility, any planner should feel comfortable enough to explore the possibilities of hosting a hybrid event.
In order to keep engagement after so much technology fatigue, a new hybrid approach may be your best option to keep attendees engaged. Not only will a hybrid event help create an exceptional experience for all your attendees no matter where they are participating, but it will also take care of your in-person hospitality needs as well. President of AV Chicago, Andrew Brode notes
“The studio will be a great asset to our client’s upcoming virtual and hybrid events. We have built a space that looks as spectacular in person as it does virtually. Coupled with our production skills and event platform, we continue to elevate what a virtual event should be.â€
- Andrew Brode, President, AV Chicago
Meeting and event planners are looking for ways to make their upcoming events stronger by using high-end production work including professional video, audio, and lighting. To produce quality online events, you need to find a good partner that can not only handle the technical aspects but also provide a scenic space that will look great on camera and in person. With only a few studios in the Chicagoland area set up for these types of events, AV Chicago’s Chop Shop studio is the premier partner for any hybrid or virtual event.
Make it easier on yourself for your next event, and create your most engaging presentation yet! To learn more about AV Chicago’s Chop Shop Studio, visit AV Chicago.
Written by: Natalie Kokaska
Creating Memorable Experiences Both In-Person and Virtually
We live in a world that is fast paced and full of possibility. This can make it challenging to keep everybody interested in what you have to offer, and more importantly, interested in coming back to your event or business. Here are some ideas to make your audience feel more involved in all of your events. By continuously supplying the audience with things to do, you can make any event engaging!Â
When live events come back, we will be challenged as planners to think of new and exciting ways to keep people entertained and indulged. After over a year of working from home and interacting through our computer cameras, coming back to an in-person event will feel like a very new and exciting experience that we have longed for. But with this excitement, may come new expectations. Events and meetings are a natural habitat for networking and people come to socialize with people with similar interests. Planners are already challenged to find ways for attendees to network with the entire audience both virtually and in-person. Guests tend to feel more comfortable at an event when they are familiar with the community. Construct a LinkedIn or Facebook event group where participants can have conversations leading up to the event and can continue discussions and remain active during the event.Â
Just like with live events, it is very important to keep its participants engaged in virtual events. Virtual events can be tricky because it is easier to get distracted while attending an event online. Some factors to keep in mind are polling, chat, and live attendee engagement. Polling is a tool used by marketers to receive data but also increase guest engagement. Pre-event polling lets the guests believe that their interests will be incorporated into the content delivered at the virtual event and makes them more interested in participating. Pre-event polling could also be related to a gift, a catering order, or even an activity that attendees will partake in like Odyssey Team’s Virtual Team Mosaic. Engagement doesn’t start or stop when you start your zoom meeting, it starts as soon as you capture the interest of your attendee and goes through their post-event experience.Â
There are several other ways to create memorable experiences at events both in person and virtually. Attendee gifts are a great way to get people excited about attending an event. People love receiving something they can take home. Sending your guests event bags is a perfect way to guarantee virtual event participation, especially if you fill the bag with something they can enjoy during the event. In the recent Virtual Planner Master Class, Garrett Popcorn introduced their new snack-sized bags that are individually packed with your favorite flavor and delivered. These bags are the perfect way to stay engaged with a snack in virtual meetings or even in-person meetings since they are safely packed and sealed. The recent Planner Master Class early registrants enjoyed a gift box shipped to them with a snack pack of Garrett Mix, NEW Garrett Simply Indulgent S’Mores flavor, and Frango milk mints which were great snacks while attending the meeting.Â
Entertainers are, of course, great at entertaining the audience and driving engagement. There are so many forms of entertainment to keep audiences engaged and having fun. Some examples of entertainment are live music, DJ, comedian, guest speakers, or even a live show or performance. Entertainment is important for both live and virtual events and can be a real game changer with online programming. It can be used to make the event fun or to get your guest attention for another topic. The world famous Blue Man Group shared a pre-recorded performance for the Planner Master Class to kick off the networking happy hour. This Webinar performance helped kick off the fun portion of the event into the networking portion and kept the participants interested.
There are so many ideas to keep audiences engaged. Knowing your audience and providing them with options is the perfect first step to any event!
Author: Megan Collins, Ateema
How Niche Travel Markets Are Thriving And What You Can Learn From Them
As travel has become more difficult to understand during the current crisis we are in, there are many travel niches that have proved to be the saviors of consumers. People will always have a desire to travel and continually are looking for the safest way to get out and enjoy themselves. Jeff Gayduk sits down with four industry insiders that each have their own foot in a niche travel market and explains how they have been continuing business as well as what has changed.Â
Nancy Schretter
Nancy Schretter is the founder and president of The Beacon Group, whose goals and market is travel, but more specifically family oriented trips along with groups. During the current crisis we are in, it has become increasingly frowned upon and harder to be going on vacations as it is a huge risk. But a big trend Schretter is seeing is the rise of road trips, especially within families in order to create a bubble to where they will ensure their safety. Options such as national parks, camping, RV trips, AirBnbs, and ranches have risen rapidly in popularity. Another key point is that it is not too late to book trips for upcoming holidays, there are still a lot of hot deals for travel and it's always good to plan ahead of time.
Keith Snode
Keith Snode is the COO of Kaleidoscope Adventures, a company that focuses on middle to high school students and getting trips planned through the school. In terms of how trips are being planned during COVID-19, they essentially are not according to Snode. It has become increasingly difficult to get trips approved by school boards, and Snode is on the side of not focusing on extracurricular trips and rather putting all the focus on just getting schools open. Kaleidoscope has started putting more of their focus on groups they know they can work with, such as the homeschool community, groups within the school and the schools that are smaller such as drama clubs, bands, and art clubs. As well as groups outside of school like youth and church groups that may be looking to go on local trips. This is due to there being no school board in which a trip would have to be approved through. Overall, Snode and his team are hopeful for the future and looking at all their options to get up and running again.
Alexander Gloss
Alexander Gloss is the CEO of China i2i Group which is based in Shanghai China. Being located in Shanghai has allowed Alexander to have a really unique insight and viewpoint on the travel industry and the entire COVID-19 crisis. Being able to hear and understand how China is doing relative to North America gives other companies an upper hand and what to expect or change. At the moment there is no international travel going on in China, yet domestic travel has exploded. This was due to cheap deals, and airlines giving almost free tickets to those looking to travel. Business in China for Alexander and China i2i has gone essentially back to normal, because of this Gloss says, there is hope for other countries and to just look to the future.
Jason Clement
Jason Clement is the founder and CEO of The Sports Facilities Management which has created a network of helping clients achieve whatever goals they set related to sports facilities. Focusing both on the youth and amateur markets of sports. The Sports Facilities Management has 20 facilities across 16 states, which has had its own problems for Clement. Due to regulations being different from state to state, Clement is having to work around 16 different governors guidelines and creating strategies that work for each state. Sports have had a large impact on the traveling market with many sports teams starting their seasons and fans as well as players looking to start up again. National events have proved to be much harder for Clement to kick start, but local outdoor events have been affirming that things are going to work out.
Your Production Guide To Going Online
Knowing how to move and execute an online or virtual event is becoming the new frontier, it's unknown and is constantly changing within a small period of time. Sean Denny, director of event, and production designer at LUXE productions has had plenty of experience with virtual production. Leading the charge in finding the most innovative way and techniques to keep viewers engaged, involved, and wanting more.
Denny defines the difference between a virtual event and a hybrid event. A virtual event being that “no one is gathered together†versus a hybrid event which involves a live crowd that is then being live streamed to others.
An important aspect about virtual events is that they “offer the least amount of options and least production valueâ€. Were all used to putting a silly virtual background in our zoom meeting, but that level of production is no longer sustainable.
Hybrid events have shown in the past to be the most powerful type of online event because of the fact it allows for a much higher production value. The downfall of this is that it can take weeks or months to plan out and get ready.
Deciding which of these two are better requires businesses to look at multiple factors. Those being current regulations, will local or international guests be attending? Is the content time sensitive? What is your budget? These four factors are how a business can strategically decide what type of event to host.
But, what is next? Everyone is sick of zoom calls and it has quickly become the standard way to communicate since COVID-19 has impacted our society. The zoom trend is already dying out and is becoming a “boring†tool when trying to engage an audience for an online event.
Jamie Grossman, president of Luxe Productions gives his thoughts on what new trends will start to be implemented moving forward. The first being augmented reality, utilizing the ability to build any kind of environment in order to engage the audience for longer. The downfall to using high quality technology to increase engagement is it has to be used correctly to be successful. “It doesn't matter how expensive the equipment used to capture an event or presentation is, if the content is not interesting it is not going to capture your audience†says Denny. Watching a computer screen rather than being there at the event is entirely different, the attention span of the viewer is significantly smaller. The solution to this Grossman says is “45 minutes tops†for a singular event to run.
Managing Through Uncertainty
Uncertainty is inevitable, but leadership takes time. Michelle Mason, President & CEO of Association Forum, Kim Mosley, President of American Specialty Toy Retailing Association, and Kimberly Barnes, President and CEO of the Magnificent Mile Association, discuss their experiences of managing through uncertainty.
We have all reacted differently to the problems this pandemic has caused throughout the year. Mosley immediately jumped into action and knew she needed to create partnerships to make sure kids still had the chance to be kids this summer. Her organization worked with local schools to give toys during their food drives and worked with children museums to create packages filled with fun activities to keep kids occupied. Barnes also worked with her association to provide meals to communities who were severely hit by Covid-19.
While the pandemic has been a prevalent issue in the industry, the recent movement of racial injustice has sparked conversation everywhere. They welcome John Hockman, Principal of McKinley Advisors, to present key 2020 research findings concerning diversity and inclusion within the work environment. “44% of members said they have witnessed, experienced–or both–harassment, discrimmiation or bias in the last year,†said Hockman. He urges companies to diversify their leadership, raise awareness beyond just the basics, and to do something. Organizations may be at different points in their journeys, but no matter where they are, it is vital that they do something to advance welcoming environments.
Both Mosley and Bares are senior leaders in the industry, and want to lead by example. They have used their real life experiences to better understand their workers and to create a welcoming work environment for all. They are both advocates of self-care, and want to make sure their workers are taking care of themselves and not feeling overwhelmed. Barnes states it’s important that executives tell themselves “I need a break, I need to get this work done, but I also need to live to fight another dayâ€. A company can only thrive if they truly care about their workers in every sense.