Attendee Management

For some who travel to Atlanta for extensive week long seminars or draining conferences, there should always be time for rest and relaxation. Not only will it increase your guests' attention span at meetings and events, but it also boasts their health and overall well-being. There are several venues both in Atlanta and just a short drive away where attendees - and even event planners themselves - can enjoy some R&R.

The Georgia Bulldogs are not the only highlight of Athens, Georgia. The Foundry Park Inn & Spa, located in downtown Athens, is the intersection of serenity and southern hospitality. With over 12,000 square feet of special event space, this venue is perfect for those who work hard and play hard. The full-service retreat includes spa body treatments, home inspired accommodations and a state-of-the-art fitness center. 

If your clients enjoy the bright lights of Atlanta but prefer a secluded destination, a hour's drive south the city will bring you to The Lodge and Spa at Callaway Gardens. Recently listed as the first US Green Building Council LEED-certified business conference center in the world, this is not only a retreat for yourself but for mother earth as well. The spa invites guests to unwind in relaxation lounges, saunas and steam rooms.

No time to leave the city, but still want to feel refreshed? In lieu of breakfast room service, at Atlanta's Hotel Palomar, treat your guests to an early morning selection from the spa menu. No need to leave the suite, luxury comes to you in the form of various organic massage and body treatments.

When it comes to giving your meeting attendees a break from the boardroom, or even for incentive travel, Atlanta meeting planners should certainly consider these relaxing retreats.

View more information about Fondry Park, Callaway Gardens, Hotel Palomar Atlanta Midtown and other unique Atlanta venues on the Cvent Supplier Network

Cvent will be attending EIBTM in Barcelona, Spain, next month! The exhibition, held December 1-3, is one of the six global exhibitions that serve the meetings industry marketplace. Held annually, EIBTM’s show is expected to see over 8,000 attendees from various industries, of which almost half are qualified hosted buyers. Last year’s event saw a little over 8,100 attendees from 92 countries.

In addition to educational seminars held throughout the day, the main focus of the event is the exhibition. This year's expo floor will feature over 3,000 international suppliers from over 100 countries worldwide.  Exhibitors include top international destinations and hotels as well as in-demand products and services. Visit Cvent at stand #P205 during this three-day exhibition.

Members of Cvent's Senior Management team and several senior sales executives will be in attendance at EIBTM. If you would like to set up a private meeting during this tradeshow, please email Julia Sheffield, Sales Executive, Supplier Network, at jsheffield@cvent.com. For more information on Cvent, please visit www.cvent.com.

We look forward to seeing you there!

Pictures hold two key benefits for third-party planners. First, photos are an opportunity to prove that they can create successful events. Whether they are posed or candid, photos can be the deciding factor in whether or not you book your next event. Second, often times attendees who forget their camera will still want memories of how the event transpired - and they'll expect you to provide them.

Selecting an event photographer is a challenging task. Without proper knowledge of photographic elements, lighting or even the basic skills of your photographer, you run the risk of having a great event with mediocre pictures.

Be sure your photographers have everything they will need for excellent pictures. Check out their online portfolios, inquire about their photography equipment, and confirm their guest count (some photographers bring assistants). Have an area for guests to take posed photos that is clear of wires, AV equipment and, most of all, people.

Atlanta photographers Atlpics and Sandra Rose have made a name for themselves in the Atlanta event sector by posting event photos online. This is a benefit to both your guests and your brand recognition. It will only guests to see everyone that attended as well as preserve memories of the event. For your benefit, the photos will create a buzz about your event planning talents and possibly gain potential clients that may have never thought about hiring you.

All in all, remember that seeing is believing. You want your prospective clients to believe that you can create eye-catching events!

Find more information about Atlanta photographers on the Cvent Supplier Network.

When team-building events are part of your program design, it's important to give some creative muscle to the planning process so that attendees aren't bored, but don't think you have to spend a lot of money to accomplish this!

Community or charitable events are typically low-cost, and participation in something that makes a positive impact on the local level strengthens bonds between those involved. Other low-cost ideas include themed department pot-lucks, trivia contests, "treasure" hunts, etc.

Whatever it is, get people interacting. Don't focus on events or activities in which you all just happen to be in the same place at the same time.

You'll find that you have plenty of money left in your pocket if you choose not to move beyond your own stomping ground. If the company or organization has enough room on-site - either indoors or outdoors - use the space to keep events on the premises.

However, if your requirements call for an off-site team-building event, you can slash the price of booking a venue nearly in half if you share the space with another group. This isn't suggesting that your events literally overlap. Rather, one group can use the venue in the morning and the other can use it later in the day, and the advantage results from both parties splitting the total cost.

If elaborate, expensive parties (that mask themselves as "team-builders") are on the way out, this doesn't mean it has to be the end of fun, high-impact events. Keep the main goal in mind: boost morale and attendee satisfaction that will translate into a positive work environment.

Wondering how to save on costs associated with speakers and performers and their required travel? Sometimes, it only requires looking into what's locally available...you'll be sure to find at least one good source of low-priced (or even free!) talent. For example, we've seen event planners tap into local universities or cities' live arts programs to find musical, acting and other forms of entertainment.

Recruit hidden talent: even if a speaker doesn't have formal "celebrity status," that doesn't mean he or she is any less intelligent, poised or inspirational. However, it does mean that the speaker is likely to charge you less for time at your event.

Use your networks! This could mean anything from enlisting executives within your own office's walls to tapping into contacts in a member organization that you're involved with. Executives will engage the audience for free, and the professionals that you network with probably won't force you to pay too much.

...and then milk them for all they're worth...

A speaker can provide more than just a speech. Ask your presenters to stick around for breakout sessions or networking "coffee breaks" to further the attendees' learning and to increase the amount of positive interactions.

As the days get shorter and considerably colder, isn’t it time to consider taking your events to a slightly more tropical setting? If you’re looking for an elegant, professional event venue with plenty of opportunities for guests to have fun in the sun, then consider hosting your next meeting or event at the Fairmont Orchid hotel in Hawaii.

The Fairmont Orchid offers a variety of activity passes at the resort, including 15 minute introductions to snorkeling, surfing, or canoe paddling, educational sessions about the tide pool, seaside yoga classes, botanical tours of the 32-acre grounds, golf clinics, Hawaiian arts & crafts classes, sand volleyball, and, even stargazing every Friday night! With so many opportunities to take advantage of, how is one to choose? Fear not! Headquartered at the Beach Shack on the lagoon, the Orchid Beachboys are ready to guide your event guests through all these Hawaiian adventures, and more! Guests can embark on a Holoholo or Fishing Adventure, practicing local and Hawaiian shoreline fishing techniques, or sit in on a Honu (Turtle) Talk to learn about Hawaiian green sea turtles.

With over 30,000 square feet of meeting space, an on-site spa, 18-hole golf course, and seven on-site dining locations, this luxurious hotel is perfect for hosting a multi-day corporate retreat or incentive trip. The Fairmont Orchid, Hawaii will also assist you with planning your event using their Group Gift Guide to help select gifts and amenities for your attendees and VIPs. You can choose from a wide variety of items tailored specifically for your group, from local Hawaiian treats to tropical island gifts.

View more information about the Fairmont Orchid Hawaii on the Cvent Supplier Network

Today, let's look at some ways to decrease your event budget on the Food & Beverage front:

*Limit the amount of attendees' alcohol intake - consider beer and wine in place of a full liquor selection to slash some costs, or distribute only a couple of free drink tickets per person (of course, you can still opt to follow complimentary beverages with a cash bar).

*See if the venue can serve food on smaller plates and drinks in smaller cups to shrink the portion sizes and the amount of money you need to spend.

*Can the can: choose to serve cold beverages in pitchers and ditch individual bottles and cans. Remember that you'll have to pay for every individual container opened, whether or not all of it is consumed. On another note, tap water is cheaper and eco-friendly!

*Don't feel obligated to serve food at all times; Instead of serving breakfast, start the first session of your event later so that attendees eat on their own beforehand. They may appreciate a later start, anyway! If you do keep breakfast on the menu, simply switching from hot to cold meals results in significant cost savings.

*Go directly to the source with your budget and pick the chef's brain - he or she is the person who can provide the best recommendations for what is available and affordable based on your numbers.

 The Walters Art Museum is a hidden gem among private event venues in Baltimore. Imagine holding your small business meeting, banquet or cocktail reception among amazing works of art and paintings. Current exhibitions on display include Mummified and Art of the Ancient Americas.

In 2008, when The Expo Group was looking for a venue in Baltimore to host their Show Manager of The Years Award ceremony, they decided that the Walters fit their needs perfectly and had their dinner among the statues in the original Charles Street building. The Walters can accommodate up to 500 attendees for a reception.

In addition to banquets and meetings, the Walters is one of the most coveted wedding venues in Baltimore. Many a wedding reception has been held within the Walters’ Sculpture Courtyard.  Having handled so many weddings, the staff at the Walters can assist with the many details of organizing the reception and can recommend several caterers in Baltimore. The Peabody Court Hotel is located across the street from the museum and is one of the few boutique hotels in Baltimore.

View more information about the Walters Art Museum and other downtown Baltimore venues on the Cvent Supplier Network

Annual meetings - each year many of us are charged with planning at least one to rally the troops and motivate the team. The challenge this year? Produce the annual meeting on a smaller budget, without compromising the bells and whistles. Here are a few budget-tweaking suggestions that will make even the guys in Accounting smile:

Hit the slopes - in the summer.

By all means, book your meeting into a wonderful resort location, but go out of season to get the best rates. In the last few years we’ve scored some amazing meetings packages in Stowe, Vermont, in May; Jackson Hole, Wyoming, in June; Phoenix and Las Vegas in August. Better yet, our team got bragging rights about the amazing resorts they stayed in for the meeting.

Work backwards.

Once a banquet manager has received your RFP, traditionally they’ll send a list of their standard meeting menus. Problem is, your numbers and theirs may be miles off the mark. If this is the case, then work backwards – start from the amount per person you are willing to spend, and ask the vendor to come up with a combination of menu items to meet that price - including tax and gratuity - and all below-the-radar charges associated with the event(s) in question, such as fire marshals, delivery-to-seminar-room charges, bartender-to-guest ratios, etc.

Ban the bottle.

Save money and the planet by knocking bottled beverages out of your budget. The most inexpensive way to keep liquids flowing throughout the day is to limit the beverage selection to those that can be easily decanted in urns and pitchers instead of individual bottles, such as coffee, tea, lemonade and ice water.

Oops, I did it again.

Things being what they are these days, rather than overestimating the number of attendees and potentially getting stuck with a larger bill than you can afford, underestimate the number of guests by five percent. Vendors are usually fairly happy to increase quantities at the last minute depending on your contract. Dropping the numbers at the last minute? Um, not so much.

From bottled water to signature cocktails, your drink choice is largely dependent on time of day, event type and audience. However, once you've narrowed down the options a bit (no alcohol, limited bar, etc.), you may remain unsure of exactly what's best, or how much of each beverage you'll need.

New research from Restaurants & Institutions' 2009 Beverage Census Study may shed some light what will please your event attendees most. Take a few of the study's key findings into account:

• Women order liquor and cocktails an average of 3.7 times per week when dining out, compared to 1.3 times a week for men. Also, Gen Y diners order cocktails much more often than older diners.

• Most consumers (43 percent) prefer bottled water over sparkling bottled water (9 percent). About 31 percent of consumers prefer "Other," which often refers to tap water.

• Diet cola has pushed regular cola out of the lead for most popular soft drink. Low and no-calorie beverages are ordered most often by 33 percent of consumers surveyed, while regular cola is ordered by 32 percent. More females are ordering it than males.

• Americans drink tea an average of 4.2 times per week. However, Southerners drink it 7.2 times a week on average, while baby boomers average 5.8 times a week.

So what do these results mean for beverage selection at your events? It all comes down to your audience. For example, if you're planning a cocktail reception and inviting a number of women, make sure to have a few female-friendly cocktails rather than just beer. Or, when planning a luncheon, there's no need to spring for pricey sparkled water, regular water will do just fine.

Is appearance everything? You'd think attendees should be focused on the content of an event, and while they do, the truth is that they form a first impression based on the "look of the place" when they walk into a venue.

And with tight budgets, most planners can't decorate with fine china or crystal, the best linens, fancy silverware, or intricate centerpieces to "wow" the crowd. But even without these indulgences, events can still appear elaborate - at a fraction of the cost!

Maybe you really can't stand the bland, white table linens that hotels usually provide. Resist the urge to order custom colored ones! Instead, ask the staff for different color options, as most venues keep stock of these and will provide them at your request.

Don't waste money on flower arrangements when you can swap them with tiered food trays. Floral packages can add up to thousands of dollars and are only there to look at before they wilt away. Trays, on the other hand, can hold beautiful arrays of cheeses, fruits, desserts, etc. Although food can't be saved and used again, at least it will be gobbled up and will serve to satisfy your attendees' hunger.

Pass on the program. It's typical for guests to skim through a printed program and then leave it on a table or trash it, which means your money goes right down the drain. First, reassess the information you're putting in them to decide if it's even a high priority. If you do think everything in there is necessary, try to use another form of media or equipment that's already up and running to display the information.

With the peak buying season for consumers right around the corner, the big trade show season is close to follow...

One smart move is to plan shows within close proximity. You cut higher transportation costs if you can move all needed materials a distance that requires only using personal vehicles or renting a small truck (if you need to carry a lot).

Whether you draw hundreds or thousands of attendees, name badges are necessary for all. To save on this budget item, simply print ones that don't require pricey holders.

Instead of ordering custom booth, you're wallet is better off renting displays and booths. Both custom and rented serve the same purpose and get the job done, and you can decorate later to brand your space any way you want.

Purchase items in larger quantities to reap long-run savings. Many Cvent clients attend or plan multiple shows throughout any given year, and they find that it's less of a hassle if they don't have to place separate orders each time an event pops up on the calendar.

When your event necessitates travel, there are a few things to keep in mind to make sure dollars get deposited back into your pocket...

Get people where they need to go with ground transportation and stay on top of last-minute changes in travelers' itineraries. Contacting ground transportation as early as possibly to notify them of any road-blocks (such as delayed flights) can help you steer clear of cancellation penalties.

Be aware of when attendees are arriving at airports. Planners who group arrivals together require less equipment and staff. In addition, try to settle on a flat price per traveler with ground transportation companies in order to simplify the budgeting process from the start.

Last but not least, research a bit to find a ground transportation company that owns its vehicles, as these companies tend to not have marked up rates in comparison to those who lease their buses, cars, limos, etc.

A worthwhile webcast calls for specific technical and practical aspects to be put in place. Here are 4 main areas that need consideration:

Participants - Make sure they know the objectives and agenda; Send them automatic email reminders; Provide any needed pre-event documents; and capture contact information. Cvent's email marketing capabilities help you accomplish these tasks and make it easy to send registrants important information: the webcast date/time, access code, directions for any special system requirements, event URL link, etc.

The Site - Get rid of background noise, double-check any equipment (such as microphones) to make sure they're working properly, and have backup equipment/hardware on hand in case something goes wrong.

Technology - Test the AV settings and network connections prior to the webcast; Make sure you can sign in with the access password and that the link directs you to the correct presentation; Allow any streaming content to come through by opening up firewall settings; and set your desired archive date so that people can view the webcast in the future.

Presenters - Designate a host to moderate and inform all speakers of the finalized agenda as soon as possible; Include speaker introductions and smooth transitions; Give speakers plenty of time to practice their parts; Schedule a dry run to make sure it doesn't run over the allotted time (leaving room for Q&A!); and have Plan B in place - extra notes and presentation files will come in handy if technology fails!

It takes forethought and detailed planning, but you'll get great attendee reactions by working ahead to fit all these pieces of the puzzle together!

No matter how engaging the topic, we all know that attendee energy ebbs and flows throughout those all-day seminars and conferences. As a result, it’s critical to schedule regular breaks, but you might also consider penciling in a surprise or two to help keep guests alert and on their toes.

Here are a a few thoughts on how to perk up the proceedings when it's least expected, but needed most:

The 10:30 AM Post-Keynote Coma: Chances are, your attendees have been up since 5 AM getting ready for the day, responding to emails, writing last minute presentations and so on. By the time the keynote speaker hits the stage, many of your guests may be ready for a nap. Why not wake them up after the first session with an easy 10-minute mini-workout to get circulation flowing?

To do just that, many gyms have high-level, high-energy instructors for hire who can lead quick, standing-in-place workouts to pump up the crowd for the rest of the morning. To locate an appropriate instructor, work through the concierge at your host hotel or contact a high-end gym directly. Equinox or The SportsClub/LA both have facilities in many of the top conference cities.

The 2:30 PM Post-Lunch Lull: By 2:30 PM, the effects of lunch, dessert and coffee have worn off, and another energy dip begins. How to fight back? To quote Lady GaGa, "Just dance!" Shake things up and bring your guests back to life with an impromptu three-minute dance party.

A case in point: Recently, we attended a three-day alternative health conference. At the start of the 2:30 session, the speaker opened by asking the 300 guests to stand up. Next, he cued the sound system up to Bob Marley’s "Could You Be Loved" and invited guests to dance in place for three minutes. Within about 30 seconds the song's infectious, irresistible beat had the entire group, aged 18 to 84, swaying and bobbing in place, smiling and laughing. By the end of the three minutes, every attendee sat back down, refreshed and ready to focus on the next seminar — and isn’t that really what it’s all about?

The Timeless Treat: If you ask us, there’s never a wrong time for sweet treats. Our favorite time to roll in a few trays of fruit, water, chocolate chip cookies and milk is at about 3:15 PM . When it comes to an unexpected mid-afternoon snack, we’ve never received anything but raves from our event guests — so we highly recommend a cookie break!

The 5:30 PM Farewell Chill Out: Before you send your guests back out onto the frantic streets of your host city, rejuvenate them with a 10-minute, guided meditation by a local yoga or meditation practitioner. It only takes a few minutes, and will help end the conference day on a relaxed and happy note.

Often we think of Thanksgiving and simply a time to eat, drink and be merry. However, it is also a time to show others how much you appreciate them and to give thanks for all that you have.

In this today's tough economic climate when so many are struggling, it seems even more appropriate to emphasize Thanksgiving's purpose this year. Why not do it at your upcoming Atlanta meetings and events? 

The Hosea Feed the Hungry Program is always looking for volunteers. This is a great team building opportunity for your upcoming corporate holiday parties and events. Your event attendees will become "chefs" for the day and leave with your event with a renewed sense of purpose, regardless of age.

For larger Thanksgiving and holiday celebrations, have your event guests bring a non-perishable item to dinner. The items can then be donated to your local community service office or local grocery store chain such as Kroger and Publix.

With the current state of the economy, groups traveling out of town for conferences or meetings usually have a very limited budget as well as limited time. This can be a challenge for event planners who want their guests to both network with each other and experience the city. Chicago Dine Arounds is a great solution!

Chicago Dine Arounds is ideal for taking your corporate events out of the boardroom. A full service event management company, Chicago Dine Arounds offers a progressive dining tour that covers three of Chicago's finest culinary experiences. 

The tour begins by picking up your attendees at their respective hotels or the meeting facility. Then, the group enjoys hor d'oeuvres at the first location, a main course at the second location, and dessert and drinks at the third and final location. In between each Chicago restaurant, a professional driver/docent will be guide your guests past some of the most unique attractions in Chicago.

This memorable evening event is perfect for a group on a tight budget. Listed packages are $85.00 per person, though they can be customized to meet the needs of any type of Chicago event.

We've been on the lookout for some fun ways to liven up your next meeting or event in a professional way and are here to share some fresh ideas:

Morale-boosters such as cocktail parties never fail to draw a crowd. It's hard to say "no" to networking, tasty appetizers and fun drinks in a social atmosphere after a long day or week in the office.

Take advantage of good weather and host events at outdoor venues; The fresh air will definitely serve to invigorate attendees' senses.

Think about building community involvement into the planning process. Rally the crowds with benefit concerts, fundraisers, charity auctions, etc. Discover the needs in your local community (there's always at least one!) and pursue them. Who doesn't feel good about doing good?

Get moving! Tap into an audience that's ready for action with a little friendly competition. For example, some clients find that their attendees are former athletes, and any event that involves going head-to-head with colleagues and clients is a hit! 

After months of bad news revolving around tight budgets, massive layoffs, concern that events and meetings are "wasteful," depressed registrants and frugal ticket buyers, smart ideas and successful strategies were still able to emerge this past year.

Read on to see how you, too, can launch ambitious new programs and improve on past successes.

Finding a niche: Determine the one or two top strengths of your organization. What do employees, clients and other potential guests think of when they hear your name? Claim your leading spot in whatever space that happens to be and give your full effort and attention to being the best in whichever niche you find yourself in.

Map out a new destination: Experiment with new, creative places and iconic locations. Break away from your typical venue to avoid becoming "stale" - but don't forget to emphasize that there are no hard feelings!

Seek out more sponsors: Start making calls earlier than seems necessary and sooner than you have ever done in the past. Currently reaching out 3 months before an event? Why not try 6 months? If you want to increase sponsorship dollars, you'll have to beat any competitors to the punch, and to do that, you'll want to get on a potential sponsor's radar as soon as possible. An increase in calling efforts gives them more time to think about your proposition and secures them for your event.  

Spend time researching and getting to know attendee demographics to find out what drives them. With this information in hand, you can then model events with a purpose. With Cvent, it's possible to gain such insights with our impressive reporting tools.

A common theme runs through all of these ideas: Don't allow limited resources to limit your strategic thinking. Don't repeat things over and over. Rather, encourage news-making moments by pushing a few boundaries, and you'll ultimately find your organization being news-worthy.

Great news for Las Vegas: For the first time since July 2008, convention attendance was up in the city. According to the Las Vegas Convention & Visitors Authority's Executive Summary for September, Las Vegas meetings attracted just over 400,000 attendees, an increase of 12.2 percent over the number of attendees at  the same time last year.

LVCVA reports that part of the increase is thanks to two shows, MAGIC Marketplace and Las Vegas Market.

Las Vegas has certainly seen some tough times recently. It had 340 group cancellations in the first three months of 2009, for example. In May, the city continued to see declines in both meeting attendees and the number of conventions and meetings.

Despite the uptick in attendees, the actual number of meetings and conventions held in Las Vegas in September was down from 1,69 to 1,794, a 5.3 percent decrease compared to last year.