You schedule meetings and events on a monthly, quarterly, or yearly basis with the intent to keep the attendee engaged and interested in the topics presented. However, in all the hustle and bustle of planning and executing meetings, sometimes the little things can snowball into big issues.
Here are 4 "No-Nos" to avoid at your next meeting or event:
No Game Plan
When you have no measurable goals, objectives, or plan for your meeting, your event will appear to be disorganized and uninteresting. Here are some quick fixes to this problem:
Hiring Speakers that Over-Share
Some speakers want to give every detail, thought, and plan they ever had about the subject matter they are speaking about. This can turn into a PowerPoint nightmare, because they will fill each slide with oodles and oodles of information. Here are some ideas to bring the presenter back in focus:
Letting Your Speakers Run Over
Having speakers that run over is unacceptable at a conference. It shows total disrespect for the attendee and quite frankly, it can put a real kink in your schedule. Here are some ways to keep them on track:
No Testing of Interactive Technology Tool Rentals
AV equipment is essential to the success or failure of your event. I was at a 200 person event last Friday where several presenters spoke to honor the retirement of our local mayor. The wireless microphone kept going in and out the whole night and the event organizers were at a loss as to what to do. Their solution? Turn off the mic and have the presenters shout out to the group — not good, especially for my friend who is hard of hearing. Here are some ways to avoid this problem:
As 2011 winds down to a close, many of us in the event meeting services business are busy calling, emailing, and direct mailing prospects trying to book business for 2012. We often engage in a flurry of activity in hopes that we will get a few face-to-face meetings that will ultimately lead to some business.
Here are some business tips that have been around for a long time but are always good reminders as we ramp up our sales efforts during the next few weeks.
Tip #1: Figure Out Your Ratios
Take a day to inventory your sales success rate. Here are a few questions to get you started:
Here’s an example:
Tip #2: People Buy from People
If your organization provides corporate audio visual equipment and you have the name and telephone number of a meeting planner, don’t start off your telephone conversation as a "talking brochure". First, make certain you have the right person in the organization and ask some thoughtful, intelligent, insightful questions. Second, ask if this a good time to talk and be respectful of their time. Lastly, remember you aren’t calling on IBM, you are calling on Mary Smith who happens to work at IBM.
Tip #3: Assume They Will Say Yes, But Be Prepared if They Say No
How many times do you expect a "no" when you ask for the appointment? But what if they say yes? When you are making that call, assume they will want to meet with you. When they say no, it is usually 1 of 4 reasons:
If it is #1, keep trying back because personnel changes and company opinions change. If it is #2, ask if there is a better time to call back and honor that time, #3 ask for the right person and #4 requires more questions and the ability to fix the problem.
Tip #4: Confirm, Call, and Respect Their Time
People’s lives are busier than ever so it is best to confirm your appointment 24-hours in advance. Best case they will be impressed with your professionalism, worst case they will want to move your appointment. But whatever the outcome, it will save you time and frustration by making that confirmation call.
Call if you are running even 1 minute late. Let them know your time of arrival and ask if that is okay. Apologize for any inconvenience it may cause them and let them know it is okay to reschedule. 9 times out of 10 they will be glad you called and still honor the appointment.
If you tell the prospect you are only going to take 30 minutes of their time, respect that limit. Don’t try to make it longer, unless you are reading it is okay with them. If there is any question, simply ask, "Mary, I see I have taken up the 30 minutes we agreed upon, is it alright if we keep talking or do you want continue this at another time?"
AV Event Solutions, a California meeting equipment provider, has an account executive team that is ready and willing to provide state-of-the-art AV rentals to meet your needs. Give them a call today to learn more about their products and services!
Have you ever wondered what the big deal is with iPads and tablets? Why can’t you just do things with paper and binders? While the answer is, you can do the "same old, same old" way of running your meetings, attendees are demanding a better way to be engaged and wowed.
Here are some important reasons why renting tablet technology makes sense at your next meeting:
AV Event Solutions, has first- and second-generation iPads available to rent. Using their express quote form, you can find simple, affordable, and customized offerings that will be fully supported by AV Event Solutions knowledgeable technicians and project managers.
PowerPoint presentations are evolving just as technology is. Due to increased bandwidth and the availability of more powerful presentation services audio visual equipment, PowerPoint presentations no longer need to be dull and boring. Below are some emerging trends in the presentation arena.
Light Backgrounds Are Back In
When PowerPoint software first became available 20 years ago, everyone had white backgrounds with black text. Somewhere along the way, we felt the need to make our backgrounds dark with white or light text. Now, we are back where we started. Sort of. Light backgrounds, not neccessarily white, with dark text represent a fresher, more relaxed design.
No More Bullets
Small headlines and good graphics can tell the story. Less is more. After all, the slide is only supposed to aid the presenter in their talk, not tell the whole story. Here’s a good example of slides highlighting that the obesity epidemic is a recent phenomenon.
Photos are In, Clip Art is Out
Clip Art was the way to go for many years, but now it is dead with the ability to access millions of quality photos through an asundry of sites. Some of the more common quality photo sites are iStockphoto and Photoshop. Professional photos create a look and feel that audience members can connect with because it shows people just like them.
Video Clips are Expected
It used to be that video clips within a PowerPoint presentation was not possible because of the limited bandwidth of the venue which in turn created huge buffering problems and made for many awkward silences. With the ability to rent Wi-Fi network arrays which give the network a tremendous boost, this is no longer an issue. Presenters can easily move from PowerPoint to video and to the Internet with ease and speed.
Rent iPads as personalized presentation product
The iPad can integrate text, graphics, video, audio, and interactivity — all on one little thin tablet. Through the use of the product SlideShark, Powerpoint presentations can be viewed on the iPad, while preserving the color and automation of the slides. Keynote, presentation software for the iPad, allows for the creation of Powerpoint-like presentations that can be saved on the iCloud and viewed on mulitple iPads.
Cloudware is where it is at
All PowerPoint presentations at your conference should be uploaded to Slideshare or Google Docs so attendees can view the presentation at a later date. In addition, many presentations can be recorded and uploaded to YouTube.
Plasma Display rentals replace screen rentals
HD Plasma TVs make Powerpoint presentations pop versus standard tripod screens. The wider screen allows for better viewing by participants, including videos and photographs.
AV Event Solutions is a California meeting equipment supplier can provide you with state-of-the-art LCD projectors, Plasma TVs, iPads, and Wi-Fi network arrays. Give them a call today!
Event organizers know when attendees fully participate and enjoy the conference, they are most likely to return the following year. In addition, the attendee’s manager expects a reasonable return on investment, which equate to, many business cards and sustainable leads. This is not a problem for the extroverted attendee, but what about those introverts? How can they achieve the same results?
Lets define the personality traits of both an extrovert and introvert and identify some ways to engage the introvert at a conference so they can justify their attendance and, hopefully, return each and every year.
Extroverts in a conference or meeting are great at…
Introverts in a conference or meeting setting are great at…
So, in a conference or event that attracts hundreds, if not thousands of people, how do you keep the introvert engaged without overwhelming them? Here are some tips and techniques to keep them involved:
AV Event Solutions provides 1st and 2nd generation iPads, ARS units, kiosk rentals, and wireless network array rentals for organizations and associations in California. Give them a call today or check out their website for quick quote turnaround.