Event Planners Turned Crisis Managers

Handy Dandy Event Planner's Emergency Kit

An emergency situation can completely unravel even the most flawlessly coordinated event. And often times, it is the event coordinator is who is suddenly turned to in the case of an emergency. You've had the answers for everything up until now, and now you're being looked to in cases of dangerous weather or accidental injury. Don't panic! We've put together a handy list of tips to keep your event running smoothly even in rough waters.

1. Be aware of potential crises. Even though it's not likely that a tornado will tear through your reception hall during your event, it's wise to be aware of the possibility. Check weather conditions and do a quick search for potential hazards around your venue. Is there an airport nearby? A power plant? An ocean? It may feel silly, but a few minutes of preparation could make a difference during crisis.

2. Have a plan. Prepare for emergencies ahead of time and have a plan in place. Learn floorplans, locate fire extinguishers and fire alarms, design an evacuation procedure.  Learn the correct venue staff to contact in case of injury. Having an emergency plan in place will help keep you calm in stressful situations.

3. Know the basics. Educate yourself on simple rules of safety during emergency situations so you're able share with others. Stay away from windows during storms. Don't take cover beneath heavy items or architecture that could collapse or fall. Don't use elevators during a fire. Don't go back inside a dangerous building until safety officials have deemed it safe. Knowing these things can save lives.

4. Make friends with local emergency responders. Weeks before your event, call the local fire department, police department, and EMS and introduce yourself. Let them know the date and location of your event and how many guests will be attending. Learn the names of these responders. It's likely that they have assisted at your venue before and can offer customized safety advice. It's also likely that these people will respond to your emergency with extra care if they remember your effort to plan ahead and remember their names. Every little bit helps!

5. Learn from others' mistakes. You never think it will happen to you, but there are thousands of newspaper articles and YouTube videos reminding us that emergency situations do occur at events, and more often than you think. Read up on both positive and negative handlings of crises during events. What went wrong? What was done right? Before you are faced with your own experience, educate yourself with the mistakes of others.

Spread the word about your commitment to safety! Don't forget to tell your clients about your emergency preparedness! It's not something people like to think about, but your customers will appreciate that you took the time to think it through.

Now go manage some crises!

Sources: Meetings Net

It's Time to Get On Board!

Event planners, it is time to hop on board the mobile technology train, because this industry trend is officially leaving the station at high speed.

A recent survey taken by e-mail blast experts Constant Contact has revealed that a vast majority of small business owners plan to use mobile apps to market their events in the new year. 81% of those surveyed responded with the expectation to utilize this new technology for event marketing and organization in 2013.

Constant Contact polled almost 300 event planners and business owners about their use of technology surrounding their events. Interestingly, of the 81% who expressed strong interest in utilizing mobile apps for events in 2013, 90% also responded that they first need to learn how to use these apps and what exactly they can do for their businesses.

Mobile event apps can simplify online registration, payment processing, reminder notifications, event schedules, online check-in, and social media interaction. Users can easily upload photos and post comments that are then automatically added to a business' Facebook page or Twitter feed.

These features are time-saving and efficient, but judging from the results of the Constant Contact survey, users have some serious exploration and training to undergo before they are used to the maximum benefit.

We think event apps are going to take the industry by storm over the next few months and we're excited to be a part of it as Paragon explores how mobile event marketing and coordination can create success for our clients!

For more statistics from the Constant Contact survey, click here.

Are You Breaking the Law While Hosting a RAFFLE?!

Raffle Laws in Florida

Did you know that Florida law has the power to regulate how your organization conducts raffles and other games of chance at your events? There are laws regarding how you can advertise the raffle, select winners, and organize their drawings. As event planners, we know that having games, raffles, and of course prizes are all fabulous ways to get your attendees excited about the event. After finding an interesting article on this topic, I also know that not following the law concerning raffling can cause your organization to face a misdemeanor in the second degree. It is imperative that you know the rules on raffling!

Some “fun facts” about the law:

• Any brochures, notices, or tickets must clearly state the full name of the organization holding the drawing and its place of business
• These materials must also state the date, hour, and place at which the winners will be chosen
• Raffle organizers cannot show favoritism in any way to people who may have donated money to your organization. No bias allowed!
• No discrimination against those who did not donate ANYTHING to the charitable group
• Under Florida law, your organization is not allowed to require an entry fee (You can, however, suggest a minimum donation)

Each state varies in regard to their laws on gaming. Make sure your drawing is fair and honest, with each and every ticket equally likely to be chosen! From personal experience, we can tell you that raffle gaming is a great, lighted-hearted source of entertainment for your attendees, just make sure it is fun for you too and follow your state’s laws!

To read the full article click this link: http://www.ehow.com/list_6019423_florida-raffle-laws.html

How to Increase Attendance at Your Next Event

Christina Mathis
Successful Meetings Magazine Blog- New Members

Growing the participation in your event is more important now than ever, as featured in an article in Successful Meetings Magazine by Andrea Doyle. The article highlighted American Pet Products Association (APPA) and Burba Hotel Networks strategies to set events apart from other competitors. The goal is to bring suppliers and retailers together and draw a high number of attendees.

One of core strategies in increasing the number of participants is by partnering with the attendees. It is essential to invest time into learning what’s important to possible attendees and reaching out to make them feel like part of the event. The best way to accomplish this is by dedicating time to meet with them, key in on their needs and then attempting to incorporate them into the events. This becomes a free extension for marketing because the event now has people talking. Attendees are also attracted by low session costs involved with an event which allows a premium charge for exhibitor booths.

Another crucial component that can make an event so strong is getting potential participants involved early and putting an extra focus on first time attendees and exhibitors. By giving these first timers special attention they feel more comfortable networking. Take the time to go the extra mile and arrange speed-meets, gathering points, and allotted areas for new product launches that are easy to spot. It is imperative to satisfy attendees and exhibitors’ expectations in their quest to network.

The final component is incorporating high profile speakers and embracing the social media aspect. The key is to add interest by choosing individuals that have a connection to the industry. It is also important to save materials from previous events, by producing new URLs each year. This enables a company to build and produce content that helps people make a decision to attend that years event.

All these factors pave the way for a company to succeed in increasing the participation of new attendees. The time and care invested in these areas leave a lasting mark in people’s minds and an excitement for more.