An Act of Logistics

As I hustle and bustle around London this week meeting several incredible vendors who have worked on Royal Weddings and Royal Affairs of the past (blog to follow), I am awestruck each time I take a moment on the streets of London to notice the logistical monstrosity that is the plan to pull off a Royal Wedding.

Sure there are the "wedding details" - Seating Charts, Royal Protocol, Timelines for departures and arrivals, event planning for private dinners, receptions, a ceremony, dinner and a party, dressing protocols for the Abbey and for the Palace, the flowers and the FOOD! - all of them being slowly leaked by Buckingham Palace. But then also there is the task of setting up a parade to the Church and back from the Palace along the streets of London for upwards of an expected 1 million visitors.

All along the route, miles and miles of road barricade is being distributed and set-up. London is a biking city, but the rent-a-bikes have been picked up from stations around town. Scaffold structures have been erected every 100 yards or so with camera crews masked behind plywood painted "stone" to blend in with buildings. All of the back streets are filled with placed boom lifts, from which I assume cameras will be lofted tomorrow.

Today, we were walking the streets and heard the public "sound check" as the speakers strategically positioned, and often hidden were playing ceremonial music. In Trafalgar Square, half of the square has massive truss structures and erected to support speakers and screens for viewing tomorrow. Behind them, MSNBC is broadcasting live from a 20x60m (it appears) tent in front of the National Garden. In about 15 minutes we are headed to the Fox Studios - one of a dozen shooting studios rented by US and foreign press, erected as huge green structures outside Buckingham Palace, green to blend in with the trees. Everyone is positioned and ready to capture the Pomp and the Circumstance of tomorrow; Everyone is set to catch every detail and break the news of each detail of this Royal Affair.

But to the folks who will never get the credit, the team buried somewhere inside the Royal Staff or the Government who is responsible for managing all of the logistics required to pull this feat off, I tip my cap. Because the chaos is lacking drama - I am amazed at how smooth the set-up is, from my vantage point as a person on the street. Having been a part of the Republican National Convention hosted in Minneapolis/St. Paul in 2008 - I remember all of the security, the drama and the struggle of getting around. But none of the vendors we have met with have suggested this to be the case. I am sure their are challenges, but I am amazed at how easy it all feels and how close I as an everyday person can get. Changes, Road Closures, Tube issues and suggestions are all being clearly communicated. Nothing is stopping us from moving about the city in the midst of their set-up. While I am sure this is not the fist time the logistics team has planned or set-up this type of an event, they have perfected the art; it is certainly very well done. And I can't wait to see it come together tomorrow.

Garage Sale Anyone?

Event Peeps: the time has come. Get rid of the stuff. All that stuff on your shelves. The great pieces which go out every weekend. And those pieces which go out every once and a while. And the deal you got on those 40 whatchamawhosits which you have never used. It is time to get rid of the stuff, because for the events of tomorrow - the stuff doesn't matter.

Ok, so maybe you don't have to trash or sell your stuff to stay in the event business (though in the last two year, I am sure some professionals thought about it and other downsized at least a little). But I am not promoting a more economical version of your business. I am writing this note to promote your people, because for the events of tomorrow, people are what count.

As I have continued to create new projects for clients across the country, I have come into a strong appreciation for the value of trustworthy event partners. As a designer there is nothing better to have than a great lighting designer who supports your vision. As a producer, your technical director is invaluable. But people have known this for years and everyone knows relationships are how this business functions. But as the dust settles on the shake up we are emerging from, the importance of those relationships I think are going to become more and more important. The new normal for events require that we open our eyes and look up from our sketch pads to see who else is working-creating-producing-designing in the field. To do that well, means that we all must become better at building teams and discovering the people who can be true partners for the sake of the project. Clients want us to collaborate to create better projects than any one person or company can do on their own. And the companies that win are the companies learn to market and sell their best assets: their talented staff.

Let me try to explain this with an example - and I think audio visuals provide the perfect example. When I travel with a show, I want to have production crew who I know, who I trust, and who I know have the best interests of my client and our project front of mind. The typical model for hiring and working with an audio visual company is that you hire the talent, you book the stuff on their shelves. And if you are headed out of town, you will truck that stuff along with you. But here is the problem: almost always, that "stuff" is anywhere my client is headed. Why waste energy and dollars shipping equipment across country when that equipment already resides at your destination. But that trusted production crew is not at your destination. The stuff in the production companies truck has no value but the people have tremendous value.

I know this is counter to how most of these companies make money - but we live in a new world and those models are tired. I want the people - I don't need the stuff. And the companies who are able to figure out how to rent out their qualified staff with or without the stuff from the shelves are, in my opinion, the companies who will keep creating innovative events.

And if per chance, you are thinking about selling some stuff: try usedeventstuff.com. A very cool event recycling concept!

It is a whole new world.

The theme of my life in the last week has been busy.
(i.e. I still haven't learned how to keep up on blogging. Anyone who knows, please tweet me.)

The real theme of the last week of my life has been a very real realization just how much the world has changed. And how not everyone yet knows it. Despite the vast popularity of MadMen (and my love of it), that world is over. The general session is a dying model. (or should be). Meeting and event content can no longer be only projected on screen and stated on stage if you want anyone to CARE. It must be reinforced. It must be experienced. It must be made real. Because no longer can we advertise brands and communicate organizational messages by shouting at people. AND live/virtual/hybrid events are not the new billboard for that purpose. We have to invite a two-way dialogue, encourage participation allow for the building of trust and empower great ideas to be community-driven, bubbling-up from the crowd, not pushed out from the executive speech writer.

But that is a big way of saying what I think is so brilliantly summed up in a European Microsoft Commercial. While the commercial specifically addresses advertising, remember, events require the same new set of rules for our whole new world. Enjoy.

Event Education. What is it all about? Part 2

Sit for 5 minutes with any idea and you are certain to come up with more to say. Hence a part two to my last blog post. I wanted to spend a bit more time on bullet 5 from the last post: Events can be content for education/there is education in the experience.

This appears to me so obvious, it strikes me as surprising that experiential learning at event conferences tends to be a foreign idea. There is this tremendous rivalry between the "social" events and the "education" sessions, but I have never understood why the two have been put at odds, other than to say that there is a track record of "social" events produced as parties, not as educational tools. But I find it truly unfair as a paying attendee (and recently a producer of one of these events) to be short-changed by conferences panning off these events as purely social exercises. Without fail at each conference event I can point to lessons and learning (important caveat) I have made. I can count on one hand the number of meaningful educational class sessions I have attended in the past six years.

Ask me and I will tell you that part of the problem is that the showcasing and award events at conferences do not know what purpose they really serve (or are not open to serving as a formal educational opportunity, though they inevitably always serve as passive education). While I am certain people will disagree with me, the role of an event at an event industry conference HAS to be bigger than networking and celebratory. These experiences should represent the best of what the business can do - displaying the process or professionally producing an event, emerging technologies, ideas, strategies and practices in delivering event experiences. They must be more than pretty parties. They must have goals and stick to them; they should take calculated risks and be OK falling forward when some don't pan out and others succeed.

If I ran a conference, I would love to attend this class: The day after the big showcase event or awards ceremony, the event team which worked on the event sits on a panel with a strong facilitator to discuss with the audience the process and design of the event, what was successful, and what challenges were faced and how were they overcome. This is NOT a class opportunity for the event team to brag, but requires extreme vulnerability on the teams part to host this live "actors studio" type discussion on the creation and execution of an event experienced by the audience. The audience can pose questions and help examine the choices that made that experience in 360 degree fashion. Now that would be a fun class.

Event Education. What is it all about?

I am home from my second event conference of the year and after a successful week of networking, attending great events and teaching (however successfully) classes, I find myself reflecting again on a perpetual question-argument-debate at every conference. Just what is event education supposed to be about?

At each conference this year I was fairly disappointing with the turnout in the education sessions. Feel free to blame the speaker (me) or the timing (last day, early). Here I was, about to teach a class, in a massive room with, in one case, (ugh), convention theater seating, and in the second case, (ugh), classroom tables for rows set-up and the always to be expected one participant per row

First, my soap box: Come on people! We are in the event business - we have to do a better job at designing breakout and general session spaces to be conductive of learning. Why do we insist on putting so many barriers in the way of interactivity: a podium on a riser (for 20 people, really.) Classroom tables. Uncomfortable theater seating, where I have to put two chairs in-between myself and the next person because A) I don't fit in the chair with no gap between myself and my neighbor and B) because I am lugging around this big conference bag of materials. While "comfortable" and expected, these items act as barriers between a speaker and the audience. And if you believe, like me, that education more about facilitated dialogue among the crowd and less about what I the speaker know, then these set-up really just get in the way. (And don't ask me about the screen which was set back at an angle such that 1/3 of the room couldn't see it!)

But to the bigger question. Staging conference education is a lot like staging an event. In any given audience you will have someone enthralled with what you do, someone bored silly with what you do, someone who is passing time, but the content will sink in later, and someone distracted by the latest disaster/news being reported 140 characters at a time over their mobile device. It is a vast audience with so many specific ideas and needs it will make your head spin. The repetitive issues seem always to be the same: Content is too junior! Content is too senior. Content is lacking all together.

So what is the deal? Here are my rules:

1. People want content. (period.) Celebrity status means nothing anymore and doesn't cut it to fill an hour. Sexy titles may win selection, but often are empty...and more and more crowds will walk out of classes in which nothing is being said. Audiences want solutions (to their issues) and ideas.

2. Let the audience provide your content. Who knows what they want better than the audience. So let them talk. Whether they enjoy participation or not, the most successful solution to education is a facilitated conversation among the audience by a great facilitator because the audience is smart. And we can not forget that they are smart.

As a session speaker I have taken this one specifically to heart and open my sessions with the following:

"This class is a conversation. I want to hear from you. I want to know if you agree with me or think I am full of it. Yes, I have things to say and have prepared a presentation, but I am just fine throwing that out of the window to discuss what you want to talk about. Because this class is about you (the audience) not about me. Your education is in your hands, so tell me what you want to hear."

3. Aim high with course work and provide challenging content. Again your audience is smart - so stop talking down to them. Engage them where they are at with a discussion that they want to have. But don't forget a track for the newby's. But be cautious. There is often a belief to make education experienced based, but I think education should be comfort based. Newby doesn't mean beginners or young people and Expert or MASTER doesn't mean old or experienced. Rather, each should speak to those who feel more or less confident on a given topic.

4. Look beyond the borders of your industry. There is so much knowledge and learning that can happen by linking relative outsiders to the industry for dialogue. You have to invest in good education content, not rely on free volunteers. Or your audience will stop attending.

5. We are in the experience business. So why is education presented in classrooms. Get out. Walk around. Sit comfortably. Engage in the environments around you and in the event experiences around you. Every one of these conferences stages events, and yet the integration of those experiences into the educational track is not to be found. Turn those events into more purposeful parties: make them learning opportunities.

Lessons from the Field: Know that you will never get it all done

This blog post continues a series of lessons from the field for a new event business. See: Lessons from the Field: Be Open for Business; Lessons from the Field: Focus on Great Strategy; Lessons from the Field: Become an Expert, not a Jack; Lessons from the Field: Find Yourself a Great Team

Lesson 5: Know that you will never get it all done.
I am a guy who has always worked in small companies. There was a thrill for me in the ability to wear multiple hats in an organization and contribute to the work being done. While, when you go into business with yourself – that experience is taken to the extreme. Every hat is your hat and quickly I had to learn that I just would not get everything done. That the client might have to be called back tomorrow. That the website would take another week or month. That there is no way I can keep up with my tweets, let alone blog! (Ghost writers anyone, I am hiring!) The illusion that leaving the comforts of a 9-5 job is that you will have freedom over your schedule is somewhat true – you do have control of your schedule, but your job is now 24/7 and at a client’s whim your plans will regularly change. The challenge is to find a schedule and rules that work for you (and it you have employees, for them as well). Limiting distractions is critical in keeping focused when you answer to yourself. Because when you are the boss, it is much easier to take long lunch, sleep in or grab drinks early than it was when someone was watching you!

Lessons from the Field: Find Yourself a Great Team

This blog post continues a series of lessons from the field as a new event business. See: Lessons from the Field: Be Open for Business; Lessons from the Field: Focus on Great Strategy; Lessons from the Field: Become an Expert, not a Jack

Lesson 4: Find yourself a Great Team.
In my last blog I spoke about become an Expert and not trying to be a Jack-of-all-trades. As an Event Expert surround yourself with other Experts who fill in your weaknesses. This could be as employees or independent contractors, or even more simply as fellow vendors with whom you work. Building a great team of colleagues will support and promote your business as your develop and grow. They will be the partners who make you look good and vice versa. So the task is to surround yourself with great people – for me that means creative, curious, at-their-best, innovative service providers who demonstrate that willingness to think and the appetite to try new things.

And you may just find a funny thing will happen. If you know yourself, remain open to possibilities and deliver great service, your team will do the sales work for you. Indeed, I have yet to really need to sell myself. Through diligent networking locally and internationally, by attending and speaking at conferences, by entering and winning awards, by being an actively engaged member in industry organizations - like ISES, the absolute best spend of money I have ever made – I have developed a great community of colleagues who have kept me in business. By delivering what I promise and offering something unique, one of my biggest surprises has been that the variety of individuals and vendors who I have enjoyed working with on projects continue to bring me along with them to the next one, reinforcing our teamwork and building bigger and better events every time.

Lessons from the Field: Become the Expert, not a Jack

This blog post continues a series of lessons from the field for a new event business. See: Lessons from the Field: Be Open for Business; Lessons from the Field: Focus on Great Strategy

Lesson 3: Become the Expert, not a Jack.
What’s the saying – “to thine own self be true!” This is inherent in the beginning of any business. Before you can provide great service and be open for business you must know yourself – who and what you want your company to be. I launched BeEvents in 2007 with a furious desire to constantly having ideas and fostering live conversations. What I love about the event business is that we create the platform on which a facilitated dialogue occurs. And it is the strategy and design of that platform which can guide the conversation and engage participants into interaction with one another. Despite and alongside the huge advances of technology, human beings are social creatures and that need for in-person interaction will never go away nor not be of value. Yet looking out on the landscape of the industry, I did not see many who were fostering a strategic conversation about the value of and design for events. And so I set out to do that – to focus on the strategic power of people to come together, be present and share an experience. In saying this out loud, I picked what I was passionate about and defined a brand for myself which I now have the pleasure of maintaining, refining and living up to. And I have also defined what my company is not.

This, to me is the definition of being an expert. Experts know what they have to offer and also who and what they are not. By contrast, Jack-of-all-trade types try to offer everything. To be all to their clients. Particularly in a tough economy when the budgets are slim and the margins slimmer, the desire to be a Jack gets stronger. But it is Jacks who do the biggest disservice to the industry as a whole. Because no one can ever be everything to a client, and deliver everything excellently. There is compromise in diversity. That is not to say that sometimes you have to do things outside your expertise or deliver services because the budget to bring in other experts is not there. But on the whole, focusing on being an Expert, defining your brand for what it is and what it is not, and sticking too that will reap rewards in the long run.

Lessons from the Field: Focus on Great Service

This blog post continues a series of lessons from the field for a new event business. See: Lessons from the Field: Be Open for Business

Lesson 2: Focus on Great Service.
Being in the event business means you are in the people business. Whether it is your employees, your clients, or their guests, it is always our job to be hospitable. While there are many definitions of great service, my mantra is that our business is not to only give clients what they ask for nor tell them what they need, but to be their guide to what they want. Yes, clients want and need to be listened too. Yes, often clients need to be told what they should do - we as event professionals are the experts after all. But beyond that, being the expert is not about spewing your vision or verbatim taking theirs, but instead being the guide who can facilitate what they say with what you know to eventually give them what they want, even if they cannot articulate that.

To do that ego cannot be a player in the game. There is no room in service providing for superiority, passivity, or the demeaning of anyone on the team or project. In ego’s place, find confidence in a sense of creative curiosity stemming from a constant willingness to think and an appetite to try. I firmly believe that the ROI of events is located in retention of the created experience by those who participate, and those memories are derived by implementing creativity and innovation. And the you can only be creative and innovate if you constantly foster a willingness to think and an appetite to try in the delivery of great service for your client.

Lessons from the Field: Be Open for Business

Tomorrow is my one-year anniversary. It’s a year ago tomorrow that I took a leap from a steady job as an internal event producer/creative director and started working full time for myself at BeEvents. It is not that I intended to be an entrepreneur, and, believe me, there was never a scarier decision I have had to make than to leap. But I have never felt a greater sense of freedom as I did on that day.

Starting a business is an adventure, with all the emotional baggage that entails and little of the action of Hollywood. As I reflect on the year behind me, along the way, I have learned many things that as a creative I never wanted to know – how to drive, or more importantly back-up a box truck, the limitations of rig points never being where you want them, the value of a great union crew chief, taxes – you get the point. But along the way I think I have discover a few small truths, lessons about being in business, which may serve as guide posts in a tough economy for anyone thinking about heading out on their own or as a reminder for the many before me who have taken the leap. Over time I will continue to share these lessons as I continue on this journey of self-employment.

Lesson #1 Be Open to Business.
As I said, I never intended to start my own company. I was working a great job but had nowhere to grow. Inside the organization I couldn’t find the mental space to determine what I wanted next nor was I able to find the right job opening available for what I needed. With a project in the works that could pay the rent, I made the decision to go on my own, for now.

The great thing about starting a company at the start of a recession is that you never knew business could have been better – any business is great. I left my corporate job assuming I would spend some time freelancing as event planner. To my surprise, people kept calling to hire me as a designer, a different role that I have greatly enjoyed. And the opportunities that have come to me as a designer have greatly surpassed what I would have been offered as a planner. But only because I was open to that possibility. Over the last year, I have come to realize that being open for business is more than just having a business card, a phone, email and website. It is about being open to the possibility of what you can do, not just what you think you will be doing. But within that realm of possibility, success, I have found, comes from focusing in on what is right for you to do, not just every little project that comes your way.