Recent studies also show that businesses are cutting down on event budgets with the rising costs of inflation, with catering expenses being one of the first areas to be slashed. Therefore, it is essential to find creative ways to reduce F&B expenses without sacrificing the quality of your event.  

We’re here to help you plan a memorable event without worrying about skyrocketing costs. So, sit back, relax, and read on to discover how to save some serious dough on your next event’s F&B budget. 

Create a Detailed Budget 

Okay, so you’ve set a budget for your event – fantastic! Now, let’s talk about why allocating a specific percentage to F&B is essential. 

First and foremost, food and beverage are some of the most memorable aspects of any event. Imagine attending an event where the food is subpar, compared to another where it’s delicious – which would you remember more? Odds are, it’s the latter. 

Additionally, when you allocate a percentage of your budget specifically for F&B, you can make more informed decisions when planning the rest of the event. For example, if your F&B budget is limited; you may skip the extravagant decorations and focus on making the food and drinks exceptional. 

Now, let’s talk about tracking expenses regularly to ensure no significant discrepancies. This is crucial because F&B costs can add up quickly. This includes the cost of the food and drink and any additional fees such as service charges, gratuities, and taxes. If you’re not careful, you could blow your budget before the event begins. By tracking expenses regularly, you’ll be able to catch any overspending early on and adjust as needed. 

Jenn Charron, COO of the National Home Infusion Association also recommends being diligent in tracking year-over-year guarantees to watch for any trends. This will help avoid any unnecessary surprises. 

In summary, allocating a specific percentage of your budget to F&B and tracking expenses regularly are essential steps when planning any event. Not only will this help you stick to your budget, but it will also ensure that your guests have a memorable culinary experience. 

Negotiate with Vendors 

While some venues require in-house catering services, let’s dive a bit deeper into the crucial role of negotiating with vendors regarding managing food and beverage expenses. In today’s business landscape, events and corporate gatherings of all sorts are becoming increasingly prevalent – and with them, the need for catering services. 

While settling for the first vendor you find might be tempting, taking some time to shop around can yield tremendous benefits in the long run. Getting quotes from multiple vendors allows for price comparison and enables you to evaluate quality differences, ask about potential risks or issues, and – most importantly – negotiate better rates. 

Negotiating is recommended and should be seen as a crucial aspect of your event planning strategy. Remember that pricing is rarely set in stone – vendors are keen to make sales and expand their clientele and will likely be open to discussing discounts and incentives.  

Kara Dao, CEO JDC Events, reiterates that requesting multiple quotes and comparing pricing, menus, and services is extremely important. 

“Use this information to negotiate better deals, such as discounted prices, package upgrades, or waived service charges,” Dao explains. “Don’t hesitate to ask for a line-item breakdown of costs to identify areas where you can save.” 

Furthermore, your negotiation skills can be used to leverage relationships and contracts. For instance, planning multiple events per year might be worth considering preferred vendor agreements or looking for economies of scale that could help reduce expenses.  

Finally, don’t hesitate to ask for references or testimonials from previous clients. This can give you a sense of a vendor’s reliability, quality of service, and potential for future collaboration.  

Negotiating with vendors is essential to managing F&B expenses without sacrificing quality. So, next time you plan an event, take the time to shop around, compare quotes, and negotiate the best possible deal! 

Consider Limited Menus 

When we say, “limited menus,” it doesn’t necessarily mean offering only a few basic options. Instead, it means sacrificing a well-curated selection that balances variety and practicality. Too many choices can overwhelm guests and lead to overstocking, resulting in wastage and increased expenses. With the rise of food costs, plated meals are often more affordable since the venue can control their food costs since buffets overstock since self-serving tends to lead to more consumption.  

On the other hand, having too few options can also be problematic, as attendees may need help finding something they like. Therefore, a limited menu strategy should include diverse dishes catering to different tastes and dietary requirements. For instance, if you’re organizing a corporate event, it’s essential to consider including vegetarian, gluten-free, and dairy-free options. 

Another benefit of limited menus is that they make controlling the budget more manageable. Having a set number of dishes makes it easier to estimate the required ingredients and plan accordingly. This way, you don’t spend more than necessary on inventory.  

One helpful tactic is providing attendees with a menu ahead of time. This enables them to choose their preferred options, simplifying the planning process and reducing the likelihood of over-ordering. Besides, it also demonstrates a considerate approach to your attendees, enhancing their overall experience. 

Dao also suggests optimizing beverage options. For example, she says instead of an open bar, considers offering a limited selection of wine, beer, and signature cocktails.  
 
“You can also explore options like drink tickets or a cash bar to control costs, “Dao adds. “Negotiate with your caterer or beverage supplier to get the best prices on bulk orders.” 

In conclusion, implementing limited menus is a smart and practical way to manage inventory, reduce wastage, and control costs. So, next time you’re organizing an event, consider a limited menu strategy to ensure a successful and satisfying experience for everyone. 

Don’t Forget the Timing 

When it comes to organizing events, timing is everything! The timing of your event can significantly impact your F&B costs, so it’s essential to plan your schedule and program carefully. You can reduce your F&B expenses by strategically scheduling your event without sacrificing attendee satisfaction. 

One effective tactic for minimizing F&B expenses is to host your event during “off-hours.” For example, if you’re planning a seminar or workshop, consider scheduling it outside of traditional mealtimes (i.e., breakfast, lunch, and dinner). By avoiding mealtimes, you can minimize the food and drink you need to provide your attendees, which can translate to significant cost savings. 

Another option is to time your meals and snacks throughout your program strategically. For example, schedule lunch during a break or networking session if you’re planning a conference. This can help keep attendees engaged and satisfied while also giving them an opportunity to build relationships and connect. Another idea is that some venues will allow you to remove the dessert from a catered lunch and serve it later in the day during a break. Oftentimes asking your partner on how to maximize your budget through options like this will help. 

In addition to reducing your F&B costs, strategically scheduling meals and breaks can also help improve attendee retention and engagement. When attendees are well-fed and energized, they’re more likely to stay focused and attentive throughout your program. 

So, consider the importance of timing and scheduling when planning your next event. By carefully considering your schedule and program, you can keep your F&B costs under control while also delivering a high-quality experience for your attendees. 

Conclusion 

In conclusion, planning an event does not have to break the bank, and F&B costs do not have to be a stressor in your event planning process. By creating a detailed budget, negotiating with vendors, considering limited menus, and reducing waste, you can minimize your F&B expenses without sacrificing the quality of your event. 

Furthermore, not only will these strategies save you money, but they will also make your event more memorable and enjoyable for your guests. When attendees have a positive experience, they are more likely to recommend your event to others, increasing the potential for future business opportunities or growth. 

Every event is unique, and no one-size-fits-all solution minimizes F&B expenses. However, with proper planning, research, and communication, you can optimize your budget and make your event successful. We hope these strategies have been helpful and wish you the best of luck in planning your upcoming event! 

The post Four Strategies for Minimizing F&B Expenses at Events  appeared first on A2Z Events.

From marketing tips and event planning advice to interviews with top event professionals, these podcasts have got it all. Let’s dive into the top must-listen event industry podcasts.  

The EVENTive Entrepreneurs Podcast

Looking for a podcast that can help you grow your business, build your community, and make an impact? Then you should definitely check out EVENTive Entrepreneurs – Event & Sponsorship Podcast hosted by Sarah Brush. With over two decades of experience as a Corporate Event Professional and Sponsorship Expert, Sarah has the knowledge and expertise to help you take your business to the next level.

The EventTech Podcast  

The EventTech Podcast is a weekly podcast that explores how technology can be used in events. Hosts Will Curran and Brandt Krueger provide listeners with actionable tips and strategies for leveraging technology in their events. From understanding AI chatbots to exploring augmented reality experiences –– this Podcast offers something for everyone interested in learning more about technology’s role in events.   

Event Peeps 

This Podcast, run by Event Marketer, focuses on marketing for events. It features interviews with leading professionals in the field, discussing topics like content creation strategies, digital marketing tactics, customer experience design principles—and much more! Whether you’re looking for new ideas or want an update on what’s happening in the world of event marketing right now—this is a great resource to tune into.  

Meetings Today Podcast  

Produced by Meetings Today magazine, this Podcast provides insights and educational content for event professionals across the industry. The Meetings Today Podcast will help you stay informed and ahead of the game, from destination spotlights to hotelier discussions to event security considerations. 

GatherGeeks  

Produced by BizBash, GatherGeeks provides a platform for event professionals to share their industry knowledge and experiences. The Podcast features interviews with top event planners, discussing the latest trends, technologies, and techniques in the industry. 

Event Industry News 

Tune in as Nineteen52 Media & Events Director James Dickson interviews event planners, organizers, and agencies worldwide. Join us for insightful discussions with guests from the events industry on a wide range of topics related to event management. 

EventBrew 

Produced by Will Curran and Thuy Diep of Endless Events, Event Brew is a podcast that offers a fresh and authentic approach to event industry topics. The hosts explore different aspects of event management, like emerging trends, the future of the industry, and guest experiences. The show also features conversations with guest speakers who are leaders in the events community, providing practical insights and solutions. 

The Event Umbrella 

Hosted by Reyna Caraveo, a successful event organizer and creative director, the Event Umbrella podcast offers you the opportunity to learn about various subjects, from event marketing to trade shows. This informative and well-rounded Podcast is ideal for anyone looking to learn from the best in the business. 

Meetings Mind 

Hosted by event professional Charles Eide, Meeting Minds focuses on the strategic planning and execution of corporate events. Perfect for those looking to improve their skills in corporate event management. 

Event Marketing Redefined 

It is the perfect Podcast for event and trade show marketers looking to elevate their events and create immersive, meaningful experiences that drive real results. Hosted by Matt Kleinrock of Rockway Exhibits + Events, the Podcast explores how brands can create unforgettable moments by using storytelling to build relationships and brand affinity.

Whether you are an experienced event prof or just starting in the industry—these top best event industry podcasts can help you stay ahead of the curve when it comes to staying up-to-date with trends in event management and marketing tactics.  

Tune into these podcasts for helpful advice from experts in their fields and inspiring stories from other successful event pros. With this list, you will be equipped with all the knowledge necessary for success in events. 

Host your own podcast? Enjoy another not listed here? Contact us and share.  

The post <strong>The Top Must-Listen Event Industry Podcasts</strong>  appeared first on A2Z Events.

Utilize Icebreaker Exercises 

Icebreaker exercises are a great way to break the ice and get everyone to network at events. By taking a few minutes to plan an effective icebreaker, you can open up conversations and create an atmosphere of collaboration and community building. Icebreakers can be as simple or complex as you like: from playing fun games that help participants further understand each other to ask individuals about their backgrounds or interests. Whatever idea you choose, ensure it’s relevant and engaging for all attendees. Most events don’t start networking activities to well into the first day. Events who offer  the right icebreaker exercise early on will have attendees get more out of your event. Additionally, use these exercises throughout the event as opportunities for guests to share updates on their progress or comment on their discussions. Doing so will help keep energy levels high and ensure everyone is connected.  

Leverage Event Technology to Enhance the Experiences 

Using technology at events is a great way to enhance the networking experience. For example, matchmaking software can offer exhibitors and attendees high-quality matches based on their interactions and selected interests. Ensure exhibitors can connect with attendees who view their profile or interact with their products. Additionally, utilizing matchmaking software can be beneficial because it allows attendees to network based on various criteria such as industry, interests, or skillset. Matchmaking software will allow everyone to be prepared and ready for conversations that spark a common interest!  

Give Back by Incorporating Charities 

Making a difference has never been easier than with charity-oriented activities. From online auctions to donation drives, these events will draw attention from potential partners while benefiting those in need. To make the most of your event, send out invitations ahead of time that includes information on which organizations will help from donations made at the occurrence, set up booths for voluntary contribution and run raffles with exciting prizes – all these methods serve as excellent means of fostering valuable connections between attendees while also performing good deeds!  

Celebrate Diversity Through Creative Programming 

Strengthen the bond of your attendees by establishing activities that promote inclusion, such as panel discussions or roundtable conversations. These will allow guests to share their perceptions and backgrounds related to the event’s theme, thereby fostering meaningful connections among participants who already have a strong emotional investment in these topics presented by keynote speakers. Through this robust engagement, each person can learn from one another and be inspired by stories based on personal experience.   

Make Time for Relaxation and Socializing 

When it comes to furthering networking opportunities at your next event, making room for social interaction is critical. Consider taking breaks throughout the day so everyone can catch up with familiar and unfamiliar faces – you could even opt for a lounge area specifically dedicated to mingling! This way, attendees have plenty of time and space to bond while feeling less pressured by too much agenda-related content. Always remember, if you plan on serving alcohol during social occasions, having non-alcoholic drinks available is always important.  

Don’t Forget About Networking After the Event! 

Event organizers should extend beyond simply fostering networking opportunities during their events. Follow-up is key; reach out to all of the event’s attendees, exhibitors, and partners with a thank you message in either email or by phone call after its conclusion. Share how they can connect with others in online communities or social media platforms to extend their networking. This will uphold relationships between involved parties and may even result in something extraordinary emerging together! We must seize this post-event window of opportunity to strengthen these bonds and collaborate further down the line. 

With these seven innovative strategies, you can create networking opportunities that will help your next event be a memorable success. From planning ahead to incorporating technology and providing interactive activities, these tips will ensure everyone has an enjoyable and productive experience. Don’t forget to use the power of networking – it can bring great rewards! 

The post <strong>Six Innovative Ways to Create More Networking Opportunities at Your Next Event</strong>  appeared first on A2Z Events.

Streamlining how you put together your event agenda can lighten the load of event management.

When it comes to developing your event agenda, we recommend time blocking, using themes, and creating automations to simplify the process.

Time Blocking Your Event Agenda

Whether you have a calendar or use a simple spreadsheet, begin by identifying your time blocks. Using the event start date and end date, start time, and end time to frame up the days. Then determine how long you expect your audience to focus on a session, and use this to identify the time slots available for attendees.

For example, you may wish to block off the first hour of the event for registration. You may want to book the following time slot for an event welcome. We also recommend booking refreshment breaks every ninety minutes so that attendees can use the facilities or freshen their cup of coffee.

Identify Themes When Brainstorming for Event Speakers

Why are your attendees interested in your event? What do they hope to gain from the event? Will you educate? Entertain? Or provide activities to facilitate networking?

Once you’ve identified themes, fit them into your time blocks. Perhaps deep learning activities for mornings when attendees are fresh and including a networking activity to get attendees moving after lunch.

Identifying themes will also help you identify which speakers best suit the schedule. You can include this information in a call for speakers or when recruiting those presenters who would be ideal for the audience.

Use Automations to Streamline Your Event Coordination

Automations are generally based on “if this, then that” logic that identifies the steps to complete tasks. Software can take on these routine actions. Instead of dragging yourself through the same old checklist or data collection, create automation rules to ensure actions are completed automatically.

Here are a few suggestions to use automations in your agenda planning:

• Customize your registration form to include agenda themes to determine potential session interest. Use automation to aggregate these answers with Google Sheets and Data Studio.
• Collect speaker applications via Google Forms. Use the spreadsheet feature to look at comprehensive data as its submitted.
• Create email sequences to automatically send registrants and speakers information and updates, welcoming them to the event and reminding them of its approach.
• Use attendee tracking software to automate sending surveys to receive feedback and allow attendees to log in online and complete evaluations before printing their own CEU certificates.

Creating an event agenda is hard. These tips – time blocking, using themes, and creating automations – makes it easier. And we can help simplify your processes even more. If you’d like to learn more about event registration, attendance tracking, or how we can help with your next event, get in touch with us here.

The post Tips to Simplify Your Event Agenda Development appeared first on A2Z Events.

Floor Plan Management  

Access to an interactive floor plan can be a game-changer for organizers’, exhibitors’, and attendee’ experiences. Event management software should offer tools that allow show organizers to quickly set up, manage, and share the expo floor plan online in real-time using level-based admin access. It should also provide exhibitors with a secure self-service interface to update their online and print directory information as well as add enhanced digital content to increase engagement throughout the show cycle Show organizers should also look for the capability to manage payments, collect online contracts for the booth space as well as feature and sell sponsorship information.  

Moreover, attendees should be able to find exhibitors quickly and efficiently, add them to their favorite list, and create personalized printable walking maps on any device they choose. Visual dashboards and robust reporting should provide mission-critical data in an easy-to-read format at the fingertips of show organizers, helping them make informed decisions that will maximize the efficiency of event management technology investments.  

Powerful Registration Tools

Event registration is an essential part of any successful event. By incorporating features such as online registration, check-in and badge printing, lead retrieval, and attendance tracking into your event management software solution you can ensure a smoother experience for both organizers and guests alike. All of these features help streamline the registration process for your event, making it easier for attendees to get what they need without having to wait in line or manually enter information into your system.  

Additionally, many event management systems offer custom badge printing capabilities which enable you to quickly print out personalized name badges for each attendee onsite. Finally, with lead retrieval and attendance tracking you can capture leads from attendees who have expressed interest in particular products or services featured at the event as well as keep track of who has attended your events over time. In this post-pandemic world, making your registration experience from first clicks to on-site registration is even more important for your audiences.  

Call for Proposals  

In addition to streamlining the processes of organizing a conference or other event, event management software should also provide options for handling the call for proposals. The ideal solution should include a fully responsive Call for Proposals module with solid user experience for conference managers/presenters/graders. This would enable submitters to create or modify their proposals in one central location and then seamlessly publish approved proposals on their chosen website or mobile app.  The software should also be equipped with on-demand reports and dashboards so users can get an up-to-date overview of their proposal submission process at any given time.   

Conference Management  

The right solution should offer robust conference management tools that allow teams to manage session calendars and speaker assignments efficiently. It should also provide features such as the ability to build and update event content in real-time by adding, importing, and editing data for tracks, sessions, sponsors, and speakers; quickly and easily updating sessions anytime and from any device; providing a secure system for speakers to upload bios, handouts, and photos; enabling attendees to browse sessions, mark those they plan to attend, and submit questions to speakers before, during, or after the session; among other features.  

Mobile App  

A mobile app is a great way to provide a more engaging experience for attendees of your event. When seeking out an event management software solution, look for features such as: 

• A no-code application – the ability to create an event app without having to code; 
• Sponsors/exhibitors profile pages – show off your sponsors or exhibitors with profile pages that can include contact information and featured products; 
• Registration system integrations – integration with existing registration systems to quickly get attendees into the app; 
• Featured billboard carousel – showcase important messages or upcoming events on a home screen carousel; 
• Event feeds/directories – easily direct attendees to specific areas or activities within the event via an interactive directory; 
• Polling/survey tools – capture real-time feedback from attendees on various topics with polls and surveys; 
• An app-generated event website – build a custom website for your event in minutes; 
• Notification settings center – communicate with all attendees at once through push notifications and emails; 
• With these features, you can ensure that all attendees have an enjoyable experience by creating an immersive environment that keeps them engaged both before and during the event. 

Essential Features for Attendee Experience  

Security management, attendee profiles, and matchmaking between exhibitors and attendees are vital features that can give your event attendees a truly personalized and engaging experience your audiences demand.  

Security preferences ensure that attendees have control over who they share their profile data, while privacy settings and permission controls guarantee peace of mind. By leveraging the power of AI and custom interest tags, matchmaking takes the guesswork out of networking and content placement to ensure buyers and sellers alike have a successful event. Furthermore, powerful search, intelligent recommendations, and appointment scheduling (in-person or virtual/hybrid) enable you to create meaningful connections and curate experiences for your audiences.  

Essential Features for the Exhibitor Experience  

Event management software with custom analytics, forms, and task management is essential for a successful exhibitor experience. Custom forms allow you to capture all the critical information you need from your exhibitors in just a few clicks. Exhibitor analytics provide meaningful insights into who your attendees are and what they’re looking for from their experience. With task management, you can set up tasks for your exhibitors to view and manage on their hub dashboard. Each task can be a simple reminder to mark off, a clickable link to an external vendor, or assign a specific form you have created right within the system – making it easier than ever to streamline the exhibitor experience.  

Conclusion  

Overall, event management technology can be a powerful tool for creating unique, custom experiences for attendees and exhibitors. From message management to matchmaking capabilities to custom forms and task management, it’s important to evaluate the features available and make sure they fit your needs. Doing so will ensure you get the most out of your event management software investments.  

It’s all about creating an enjoyable experience for all involved to maximize engagement and reach desired objectives. Investing in the right event management technology is a great way to do that! Learn more about how A2Z Events can help you with your next tradeshow or conference.

The post <strong>Essential Features You Should Look for in Event Management Software</strong>  appeared first on A2Z Events.

Experiential marketing events can take place in a variety of settings: they can be ticketed events that run for a limited time – think pop-up experiences or annual events. Or larger brands may have the capacity to create long-standing experiences that straddle the lines between retail activation, museum experience, and marketing opportunity.

With the return of in-person events, TH Experiential’s study found there is an appetite for interactive experiences, stating 49% of respondents want the option to navigate events from their mobile device, and 63% stated that sanitization at events was a top priority for them post-COVID.

Immerse Your Audience in Your Brand

By immersing your audience in your brand, we see three immediate mutual benefits for both you and your audience:

1. Social shareability: Positioning your brand as a source of positive, unique, and personalized experiences is a win when it comes to gaining recognition. Getting organic shares on social media is essentially free advertising.
2. Personalized, memorable engagement: Show your audience how good you are at customizing your product or service. And take this opportunity to surprise and delight them with above and beyond.
3. A better understanding of your audience: A more tailored experience with your audience gives you an opportunity to better understand THEM. Use your branded experience to gather quantitative and qualitative information about your audience: What’s their demographic? Do you have their email for future engagement? What products are they drawn to? What feedback do they have?

Examples of Experiential Marketing

Kohls + Sephora Beauty Maze: To celebrate the launch of Sephora at Kohl’s in more than 200 stores, the brand set up an outdoor beauty maze for a two-day event that drew about 1,000 attendees. The maze itself was gamified, featuring eight different experiences activated by QR codes where visitors could easily create their own shareable content.

Adobe Max: Adobe’s annual event has historically been a way to connect their software’s users from around the world, and more importantly, to further cement itself as a thought leader in the creative industry. While the event has been digital since 2020, the latest in-person event in 2019 included hands-on demos of new technology, augmented reality experiences, personalized swag, and 28 popup shops. The event serves as a perk for Adobe users and a way to build community further than just Adobe’s products.

Subaru Winterfest: Subaru’s annual festival markets itself as a “one-of-a-kind music and mountain lifestyle tour that invites friends, family, skiers, snowboarders, music fans, and dog-lovers alike to bask in their love of winter and adventure.” In an article for eventmarketer.com, Subaru’s experiential marketing manager Matt Barber comments: “WinterFest has always been a way for Subaru to connect to its owners, potential owners, and mountain resort visitors. Our goal has always been to make someone’s day at the resort better and to provide a free, memorable experience for whoever wants to come.”

While Subaru drivers enjoy perks like VIP parking, all guests enjoy access to live music, regional craft beverages, ski and snowboard gear trials, and of course the opportunity to learn about Subaru’s latest models.

Heineken Experience: Heineken’s ticketed flagship experience serves as a way to deepen their customer’s knowledge and appreciation of this iconic brand. More hands-on than the average brewery tour, visitors pay to access Heineken’s original brewery, where they learn about new innovations, the story behind the brand, and the best way to pour their beer.

Since 1995, GTR has provided in-person events with innovative technologies and hands-on service, powering more than 12,000 events around the world. Get in touch if you’re looking for on-site or behind-the-scenes help.

The post Inspiring Examples of Experiential Marketing appeared first on A2Z Events.

Event branding is no different than branding for a product or service. We’ve got three basic must-haves when it comes to building your brand:

1. Connect with your target audience.
2. Convey what you’re event is all about.
3. Live consistently across all marketing channels.

How to Create a Brand for Your Event

Whether you’re creating your event’s brand yourself or engaging a marketing company to do the heavy lifting, you’ll need to start with these steps.

• Define your audience. Who are you trying to attract? Is your event for senior-level professionals? Creatives of all ages? Are attendees all from a particular industry? Will it be formal or casual? Why will they want to attend your event over another? Once you define your audience, you can make sure the brand appeals to those people.
• Create a toolbox of brand elements. With your audience in mind, create your brand!

Event Brand Elements

Think through the following brand elements:

• Logo: Keep in mind how your event logo looks in a variety of sizes. It may be featured as small as an app button, or as large as a banner in a ballroom. When in doubt, keep your logo simple and legible. You can add pizzazz to your brand using color, imagery, and tone of voice.
• Color: Use color thoughtfully to appeal to your target audience, and get inspired browsing endless palettes on Adobe Color. Think about how you use color to organize your event too – do all attendees in a certain track get a specific colored name badge? Should they look for a particular color banner when on-site?
• Typography: Typography should never detract from the clarity of your message. But in small doses, a “display font” can add character to your message where needed. Browse hundreds of free fonts on Google Fonts.
• Imagery: Sure, you’ll want to include imagery in your event’s marketing. But how you treat that imagery can change the tone of it! Serious, formal event? Choose quiet imagery and try monochromatic tones. Playful, energetic event? Use high saturation colors and images with a lot of movement.
• Voice: If your event was a person, how would they talk? The tone of voice your event messaging takes must speak uniquely to your attendees. Will your event be formal? Exclusive? Inspirational? Comedic?
• Keep it all consistent. It is said that it takes an average of 7 interactions with a brand for a person to remember it. Ensure your audience will recognize your brand across different channels by using the same visual cues and tone of voice. Keep graphics and messaging consistent from your registration website to social media channels to printed collateral, before during, and after your event.

Implementing Your Event’s Branding

Once your brand is built, there are endless ways it can come to life:

• Marketing: Be sure to deploy a consistent brand feel across your registration site, marketing emails, social media, print ads, and any promotional materials.
• On-site branding: Start with the large elements: think about how your brand feel is communicated on-stage, in large wayfinding signs, and in any animated graphics on-screen. As you get smaller, you can bring your brand to life on badges, SWAG, and handout materials.
• Digital branding: If you are using an event app, be sure it has a healthy dose of your logo, color scheme, and chosen fonts.

Did you know our event pros spend on average 50 hours per event helping planners like you leverage your event’s brand? Since 1995, we’ve provided the conference and tradeshow industry with innovative technologies designed to improve and simplify event planning, powering more than 12,000 events around the world. Get in touch if you’re looking for on-site or behind-the-scenes help.

The post Guide to Event Branding appeared first on A2Z Events.

You’ll want to create dynamic QR codes as they do not contain information in the code itself and instead directs a user to a URL that can be regularly updated. 

In this same vein, it’s crucial to ensure the directed URL is optimized for mobile viewing to enhance formatting and functionality. And lastly, while QR codes have become an excellent touchless accessibility tool- they should not be your only tool, so don’t forget to create quality, integrated print media as well. 

Tips for Sponsors 

Your company gains additional marketing opportunities and exposure in exchange for a trade show or conference sponsorship. If you’re going to spend part of your marketing budget on sponsorship, it makes sense to think of ways to maximize the exposure and create additional opportunities for consumer engagement.   

WiFi Access 

Without WiFi, our smartphones are really just fancy cameras. As a sponsor, you have the opportunity to make the attendees’ first essential task of connecting to WiFi seamless through the use of a QR code directing them to quick internet access and often a splash or landing page promoting your company. First impressions matter, and this one is free for the taking! 

Interactive Floor Plan or Map 

Your company will have banners, signage, and swag galore as a sponsor. This is an excellent opportunity to help attendees efficiently navigate the exhibition hall with the event’s interactive floor plan that, as you may have guessed-draws special attention to the location of your sponsorship areas, and the most efficient pathway. Because you want attendees to be happily engaged, you might also consider highlighting restrooms and snack stations. Genius, right? 

Gamify the Event Experience 

Increase overall engagement by calling upon your attendees’ inner competitors with the creation of games or contests. Your creativity only limits the opportunities here, but here are a few ideas to get you started.  

Invite attendees to check-in via QR code at as many of your company locations as possible, post selfies with other attendees on your social media who are carrying matching company swag and offer the chance to win a prize by completing a satisfaction survey which, of course, is accessible by scanning a QR code.  

Tips for Exhibitors 

Getting attendees to your booth is nice, but engaging customers and cultivating relationships, leads, and sales is even better. QR codes can help you create a positive and interactive experience that will make your product or service especially attractive- because remember, first impressions are important! 

Paperless Press Kit and Product Pages 

Trade shows can be a lot of fun- connecting with colleagues, networking, and filling that swag bag with all kinds of swaggy-type trinkets and flyers. But let’s be honest, most of that stuff ends up in the trash or in a “to do” pile somewhere.  

QR codes are a great way to make your product information available digitally in the moment and for review at a later time. Don’t forego print media altogether but instead focus on making it complementary and integrated with your digital media. 

Sign Up for Communications 

Want to take paperless material one step further? Use a QR code to have attendees sign up for future communications like newsletters, promotional materials, and invitations for future engagements. Because event participants will presumably have visited many booths, creating the opportunity for ongoing communications can keep your product or service relevant and accessible. 

Demo on Demand 

As an exhibitor, you spent time and energy developing the perfect pitch- it’s engaging, informative, and entertaining- attendees are eating it up! The ones that get there at the right time anyway- those who pop by a mid-pitch will have missed your opening act and will perhaps decide to move along.  

Consider offering an on-demand demo accessible with a quick QR scan of your perfect pitch in its entirety that can be viewed on the spot and again later on!  

Do you know what else you can do with an on-demand demo? Share it with others!  

Schedule a Sales Meeting 

Trade shows and conferences are all about connecting with new and existing customers to generate sales. Efficiently direct clients to your calendar to schedule follow-up meetings with the almighty QR code- who knows, this could be the meeting that closes the deal! 

Digital Business Cards 

Don’t let visitors leave your booth without exchanging contact information. You can certainly hand out traditional business cards, but this is another opportunity to go paperless and ensure your information gets into the potential client’s list of contacts and vice versa. Check out Personify’s  guide to digital business cards to learn more about creating yours. 

Additionally, if you’re looking for a no-nonsense business card that minimizes waste and neatly collates your connections in one location, Tappy Card is the way to go. With LinkedIn and marketing focusing heavily on social media, the dynamic Tappy Card will be able to quickly adapt to stay up to date. 

Generating QR Codes 

All this talk about the versatility of QR codes, but how do you create one? A quick internet search brings about a lot of results but let’s be real, a trade show or conference is a big undertaking and not the time for experimentation.  

Monica Adarsh at Medium.com tested and ranked the Best QR Code generators for 2022 based on functionality and performance. It’s certainly worthy of review as her results are informative and supported with user details but here, we list her top three: 

1. Beaconstac 

2. QR-Code-generator.com 

3. QR Code Monkey 

Conclusion 

Whether you’re a sponsor or an exhibitor, the QR code is a versatile tool you can use in the events industry to create touchless interactive experiences with new or existing customers. Your creativity and willingness to think outside the box provide limitless opportunities to maximize the QR code. 

The post Maximizing QR Codes for Tradeshow Sponsors & Exhibitors appeared first on A2Z Events.

As you’re planning for your next conference or tradeshow, let’s take a moment to reflect on a particular shining star of the pandemic and how to leverage its newfound popularity- the QR code.  

What is This QR Code You Speak Of? 

Invented for use in the Japanese auto industry in 1994, the quick response- or QR code, was designed to enable high-speed scanning capability of component parts. Made up of a two-dimensional black and white pixel pattern, the QR code allows users to quickly access and engage with digital information using only the camera on their smartphone. Broader application of the QR code was limited until pandemic living revived this touchless method of connectivity and accessibility.   

For the novice user, it may be helpful to understand the difference between the two types of code: static and dynamic. A static QR code consists of information that cannot be revised once it’s live- which of course, data cannot be updated to reflect program changes and may therefore not be the best option for event planning.  

A dynamic QR code does not contain information in the code itself. Instead, it directs a user to a URL that can be updated to allow for continual revision of information. Additionally and perhaps equally important, a dynamic QR code provides valuable information such as time, location, and devices to be tracked – an obvious goldmine for any marketer (QR Code Generator). 

Promoting Your Event with QR Codes

A lot of time and money goes into planning a large-scale event- the QR code can simplify the promotion, registration, engagement, and information exchange process. Perhaps it goes without saying, but because QR codes are often engaged via smartphone, it’s essential to ensure the directed URL is optimized for mobile viewing– nothing will turn a potential user away faster than a poorly formatted and dysfunctional site.  

This article focuses on maximizing the utility of QR codes; however, that does not mean you should do away with print media but instead focus on making it actionable and engaging. When creating print materials, be sure to plan for the aesthetic inclusion of a QR code and a call to action such as ‘Scan for details. ‘Direct visitors to your social media page where they learn more about your event while also increasing your online following.   

Using QR codes will allow you to gauge interest in your event by tracking the number of times your code is scanned and the subsequent conversion rate. This is a valuable source of information that will inform real-time advertising revisions you can implement to boost engagement. Once you’ve piqued interest and secured registration, enable users to download a mobile ticket. Once again, the QR code becomes a helpful tool to track attendance and foot traffic through the venue.     

Engaging Attendees 

You spent many hours curating your event- now help your attendees navigate your masterpiece by ensuring they know where to go and how to get there. Display a QR code giving your attendees access to your online floorplan near the entrance to get them going on the right foot.  

Delivering a physical product demonstration is a critical part of the trade show experience- the whole purpose is to see, touch, and experience the product!  

Because visitors don’t show up in scheduled intervals, though, offer on-demand video demonstrations that are readily available by scanning the ever so handy QR code. As an added bonus, your product demo will be available to share and view again later.  

Trade shows are obviously a great way to promote your brand, reinvigorate existing attendees, and attract new prospects. But don’t forget it’s also one of the few occasions you’ll have a room full of skilled professionals with whom to network.  

However, offering a business card in this situation could give a lasting impression that is less than favorable. Instead, share your digital business card with your new contact by offering a QR code to scan. Check out our  Guide to Digital Business Cards to learn more about creating your digital business card. 

Gathering Feedback 

QR codes are so easy to use that you’ll be able to gather instant feedback throughout the event. Be strategic in placing QR codes around your event, directing guests to complete a short survey about their experience—Post feedback codes at booths, proximal to amenities, and near the door.     

Conclusion 

The B2B trade show and conference market is forecast to make a big comeback in the next few years.  Thanks to the pandemic, you have the power of the previously undervalued QR code to impress your guests. Using QR codes will help your target audience access information, engage in content, and connect socially using only their smartphone. 

The post How to Maximize QR Codes for Your Events appeared first on A2Z Events.

Giveaways, novelties, swag: whatever you call it, your selection can set the tone for your meeting or conference. Let’s break down why swag is so important, and how to pick it.

What is Swag?

Stuff. We. All. Get. Believed to have evolved from a Scandinavian word for “bag” to an English term for “stolen goods,” the word “swag,” has come to mean promotional items given to attendees at events.

The right swag can help make the audience feel connected and valued. And the best swag continues to work long after the event. Many of the favored items will find a home on a desk, in a drawer, or atop a bookcase. It stays there as a promotion for your event, and a great reminder to register next year.

The right branded giveaway item not only delights your attendees but also increases event exposure. Imagine an attendee wearing your branded hat in a social media post or whipping out their new swag notebook on the flight home: It’s an easy organic promotion for your brand and event.

How do I select swag for my next event?

Start with four key considerations when investing in event swag:

1. Budget: The factor every practical event planner will start with. If you’re on a shoestring budget, choose quality over quantity. One good piece of swag will outweigh the value of 5 cheap tchotchkes.
2. Audience: Will this swag surprise & delight? Will it connect with your audience’s core values? Will it be something they leave on their desk for years? Will they find it useful? Put yourself in the shoes of your attendees.
3. Branding: How will this swag not only connect with your audience but serve as a tool to strengthen your event’s brand? Sure, you can put your event logo on just about anything, but does the swag connect back to the event’s theme, location, or industry?
4. Logistics: How will your attendees obtain their swag? Will they be lugging them around all day? Will they need to bring them home in their carry-on? Or is your audience virtual? Shipping a virtual audience swag is a great way to enhance the event, but will come with some logistics of its own.

Swag trends

A great way to begin your swag brainstorm is to look to your attendees’ values. We’re seeing these trends bubble to the surface:

Eco-friendly: Choose sustainable swag from renewable resources or one that advertises a zero-carbon footprint. Opt for something that can be used repeatedly, not just once. Look for a reusable straw kit, apparel made from recycled materials, and merch that even plants itself. Swag company Roody plants a tree for every item made (and makes insanely instagrammable branded sweaters).

Wellness: Consider the physical and mental well-being of your attendees. While the stress ball is the OG in wellness swag, we suggest you get a little more creative: we’re looking at essential oils, stretch bands, and even tea.

Shop Local: Collaborate with local food and drink vendors to show off the flavors of their city. We’re loving this Minnesota-themed snack box. Tip: this is a great way to share the in-person experience with virtual attendees!

Functionality: When in doubt, go functional. The more functional an item is, the less likely it’ll get tossed. Your best bet when it comes to functional swag are:

• Apparel
• Drinkware
• Bags + Totes
• Work Essentials (like this branded telecommute kit)

Swag for virtual event attendees

Sending virtual attendees swag is a fantastic way to give a rich event experience from afar. The key difference is in the delivery: virtual event swag requires organizers to send giveaways to attendees rather than the attendees gathering them themselves. Surprise and delight your virtual attendees with well-timed swag deliveries that get them hyped to attend.

If your budget doesn’t allow for the shipping of swag, you can still offer remote attendees some digital bonus items like a branded zoom background, a free digital download, or branded desktop wallpaper.

Since 1995, we’ve provided the conference and tradeshow industry with innovative technologies designed to improve and simplify event planning, powering more than 12,000 events around the world. Get in touch if you’re looking for on-site or behind-the-scenes help.

The post Swag Ideas for Your Event appeared first on A2Z Events.