The ICASM app was available for iPad, iPhone and Android phones and tablets and was free to download from the App Store.

App features included Event Schedule, Favourites, Speaker Information, Sponsor Information, Twitter, Directions, About the Congress and Feedback.

Delegates' feedback included:

We would love to help you create and develop an App for your next Conference or Event.

Features for your Conference or Event App could include:

Contact Iceberg Events on 07 3876 4988 or complete the enquiry form.

Walking through the city on my way to catch the ferry, there was a huge crowd of people looking towards Customs House where a combination of lights and images were being projected onto the building’s façade. Talk about being in the right place at the right time! ;-)

Lights and pictures were also being projected onto surrounding buildings all around the harbour – it was a great time to be catching the ferry! Leaving the harbour was an incredible sight with lights and images projected all over the city buildings.

For more information on this festival visit the event website.

This form of entertainment during festivals and events are becoming very popular. The Brisbane Festival debuted the Santos City of Lights event in 2011. This was a fun and exciting display of coloured lights and lasers radiating from the roof tops, along the river and bridges in sync with music at South Bank. It was a fantastic experience. If you missed it last year – check out the video:

If there is any truth in the old saying “a picture is worth a thousand words,” you’ll be amazed by the following videos below. Who would ever forget a show like this? This is a video of a 3D projection event that was displayed in Brisbane's Customs House in 2010.

Bringing it back into perspective, this type of entertainment could be great for an opening night or social function in your event program. Even just incorporating a higher level of lighting in the room and different lighting features and projections like in the picture below. It can really add that something extra to your event and let me tell you from first hand experience – it is a definite crowd pleaser! ;-)

With video coming up in blended search results, this is a great way for your conference and event to be found online.

1. Showcase your conference location as a destination:

Are you going to a captial city of Australia? 

For our event websites, we like to add text and images to our about the destination webpage... but why not also embed a video highlighting the beauty of the conference destination?  Often you can find these videos from the media library of your destination's tourism bureau.

This way, potential delegates can  visually engage across all mediums.  This is especially great if you have international visitors.

Here is an example of a promotional video of Brisbane that we may embed in our 'About Brisbane webpage':

What a great way to have the text on the page talking about the great weather and lifestyle in Brisbane, and you have a video to prove it!

2. Promotional video for your conference or event:

Do you hold an annual conference?  Why not get a videographer to film your conference this year so you can have footage for a promo video for next year's event? 

Here is a great example we found of a promo video for South by Southwest (SXSW):

 3. Interview the speakers:

Asking speakers for a few minutes of their time to answer a question that may have not been covered during the presentation or panel discussion gives delegates another opportunity to engage with the event and a great value add.

Check this with the MC, facillitator and speaker. They may be excited to be involved with this additional opprtunity.  It's great exposure for them too!

We have made our first foray into video for events - here is a video for one our monthly Networx events 'Blogging & Video Marketing for Business':

As the event organisers, we didn't want to just film the event's panel discussion from start to finish and make it publicly available.  Having a video with 'never-before-seen' footage gives the event attendees fresh content, and a snapshot for people who weren't there.

4. Interview the attendees or delegates:

Client testimonials are important for any business for endorsement; so filming attendees give their tick of approval for the event can be invaluable.

Here is an example of an attendees' feedback video reel that we found from the SES Conference:

If it's an annual conference or event, it's a good idea to include the attendee's name and company name in the video graphics.  Try to get first-timers!  They have a wonderful enthusiasm and genuine excitement for the conference.

Adam Franklin recommends that "once the testimonial is done, keep the video recording and ask if they give you permission to use that video on YouTube and for marketing purposes. This is way easier than worrying about signing release papers!"

1. Speak with your conference organiser so they can budget for a videographer.  It's easier to factor in a videographer in the planning stages.  Potentially the audio visual company knows a good videographer; it may work out better if it's all streamlined.

2. Get a professional!  It is worth the investment in dealing with a professional video production company.  It is one thing to film the conference, but you need a professional to look after the post production too.

3. Make sure you have a video marketing brief! This may be an appointed person on the organising committee. 

4. Remember that it needs to be hosted somewhere!  Ideally, I think it should be on an YouTube channel and shared/embedded from there.  This is so the number of views can stay in one place and you can keep track of it all.

If this is an annual conference or event, why not secure the URL for your conference or event's YouTube channel.  You can make the settings private until you're ready to launch. 

If you have other various marketing videos for your association or organisation's YouTube channel, it could be added to there.

3. Have a plan for where you'll be putting your video. Will it be on an event-branded YouTube channel, email newsletter, conference website or Facebook page? Share, share and share!

All the best with your videos, give it a go, and don't look back!

These funky new photo booths are designed for guests to let go of their inhibitions in front of the camera, perfect for both entertainment and creating priceless memories that will last long after your event. These crowd pleasers are great for any event, from gala dinners, birthdays and formals to corporate functions.

An example of these mobile digital photo booths is Flashback Photobooths.  They have joined the phenomenon of mobile photobooths, catering not only for parties and celebrations but also corporate events.  They have a range of packages available including their unique Corporate Logo Option - a great marketing tool for promotional events. Your event logo will be printed on the last frame of every photo-strip and corporate dressing on the photobooth itself. A valuable token for guests to take home and remember your event and how much fun they had.

We were at Event Conneqion in 2010 and below is an example of a branded photo by Photorazzi:

Here are some more Photo Booth companies servicing Brisbane/Gold Coast & the rest of Queensland:

Flashback Photobooths
http://www.flashbackphotobooths.com.au/Home.aspx

The PhotoBooth People
http://www.thephotoboothpeople.com.au/

Photorazzi
http://www.photorazzi.com.au/

Funky Foto Booths
http://www.funkyfotobooths.com/index.asp

A large component of that was introducing an accreditation program for PCOs.

Accreditation provides clients and industry with an assurance that the Event Manager and or Event Management Business they are dealing with is committed to the highest quality event management business practices, consistency and reliability in the delivery of services, professional standards and dedication to continuous improvement.

I have particularly enjoyed being a delegate (such a novelty!!) at the Annual PCO Association Conference - the opportunity to speak to others in the industry is invaluable.  If I had have had this kind of forum 15 years ago, who knows where I would be now!

We were very quick to go through the accreditation process both at an individual and a company level. I'm very pleased to say that Emma Tooth was recently accredited too!

To learn more about it - see www.pco.asn.au 

Thanks to Mel Kettle for forwarding us this great article by Scott Stratten: '7 Tips on How to Make Your Conference Rock' on making your conference panel a success:

10 minutes for each person to “present” isn’t enough time to get into anything of substance anyways, but take those away and open the entire up for discussion, now we’re onto something!

People like to hear themselves talk, *cough* me *cough* but they take over the panel and a good moderator not only knows how to cut off a blabbering mouth, but also knows each persons strengths and can direct questions and rebuttals to the appropriate person.

I realize a lot of people speak on panels to get exposure for their company, but the best way to do this is to get into the meat of the panel topic and share great info.

This is also an issue with solo talks, the content doesn’t match the description. It’s even harder with multiple people on a panel. The biggest problem with not being related to the description is people pick which concurrent session to go to based on that write up, which means they aren’t going to another.  If you don’t deliver on your promise, not only is there a let down, but a missed opportunity to see another session that may have been more suitable.

I’m all in favor for banning them altogether, but especially for a panel. It’s a think-tank, and a place to create a dialog that happens nowhere else. A slide deck prevents this, especially if they’re the same ones the panelists use in their individual presentations.

A real let down for an audience is when each panelist says the same thing. This doesn’t mean there has to be violent arguments, but have different perspective on points at least.

This is one of the reasons why I don’t like it when conferences take it upon themselves to pair up moderators and panelists, but the onus is more so on the moderator doing his/her homework on the topic, participants and audience.

View the full article here.

Have a think early on in the planning for your event about what collateral you are going to need to design and print.  Postcards?  Posters?  Registration forms?  Programs?  Books of Abstracts?

If you can get all of this down into a plan, with the anticipated quantities you'll need, your friendly printer will probably be able to give you a much better deal.  ;-)

I've just cut this excerpt from the SmartCompany email that came out today:

Good meetings are scarce but you know when you are attending one. The agenda is clearly defined for everyone, everyone is focused and knows what's going on and everybody there has a sense of purpose contributing. It starts on time and ends promptly with the next steps marked out and confirmed for everyone. There may even be a sense of camaraderie. The alternative is a waste of time.

Meeting "do's":

Meeting "don'ts":

It takes a bit of prep to have a good meeting, but it's so worth it in the long run!  Hope that helps!

J  ;-)

Being involved in this has made me think more and more about the spaces that we create, and occupy, day to day.

If your office is a mess (like mine is), it's not a very nice place to be. Wouldn't it be better to design spaces that fit with what you are trying to achieve?

I'm sure I'm not saying anything new here. Architects and interior designers have know this stuff for a long time.

We recently ran a conference called Green Roofs - which was all about, you guessed it, growing gardens on the roof. The people attending were all landscape architects and designers, as well as some bureaucrats - but mostly they were outdoorsy sort of people.

Unfortunately, because their dates were fixed, the ONLY conference venue we could find in Brisbane on those dates that suited their program, was a hotel where the conference space has no natural light at all. This was not a space that I would have chosen for this particular group, if I had have had a choice. By 3.00 pm they were all restless - desperately wanting to see some sunlight!

The Networx Events hat we run monthly are always held in bars - the atmosphere that we want for these is relaxed and friendly - like you are having a drink with mates rather than networking. The music, the lighting, the layout of the room - all of this contributes to the atmosphere, and makes those events what they are.

I guess the moral is to pick a venue that suits your audience, and creates the atmosphere you are after. Common sense, really!

J ;-)

Now is the time to keep your meetings going. The tough times are when everyone needs to band together and move in the same direction. Meetings give you the platform to spread some optimism instead of the doom and gloom, even if you do it on a budget.

J ;-)

Though, at the moment, there’s no getting around the fact that everyone is going to quote differently, one strategy which will go a long way towards helping you compare apples with apples is to have a consistent brief to all of your potential Event Managers.

1. Dates.  What time of year are you looking at?  Are you flexible at all with your dates?  Even if you can just tell us the preferred month, and maybe days of the week (did you want it to run Thursday to Sunday?  Or not over a weekend?)  Does the event need to coincide with anything else?

2. Region & Venue.  Do you have a region and/or in mind?  A city, a state?   We’re happy to make suggestions, but we’ll get a better idea of what you’re looking for if you’ve got something in mind.

3. Number of people.  Just ballpark at this stage.  We know that sometimes this is a bit like “How long is a piece of String??” but your best guess will do.

4. What kind of event is this?  A conference?  A cocktail party?  An incentive for your staff?

5. Do your guests require accommodation/transfers/airfares?  If there is a significant amount of accommodation involved, your event manager can make commission on this from the venue - which will alter their quote to you.

6. Are your guests/delegates paying to attend?  Or is this all put on for them (lucky them!)

7. Rough program – how you see the event progressing.  This includes how much time you want to have for talking, and the kind of playing that you want to do.  Group Breakfasts?  Dinners?  With speakers?  When? 

8. Sponsors and trade displays – is this part of the equation?  How many trade displays?  How much in sponsorship dollars?

9. Presenters – are the people speaking or performing at this event professionals?  Will they need to be paid?  Or are we talking about presentations being made by your internal staff?

10. Budget (always – the bottom line!).  Do you need to make money on this event?  Do you want it to break even?  Or are you happy to kick in some cash to make it all happen?

Once we know all of those things (though we understand that events evolve as you go along) we can start to put together a quote for our services.  At Iceberg Events, we like to try to put a ballpark budget together for the entire event at this point – which will no doubt change, but it’s somewhere to start.  We figure that it’s all very well for you to know how much the event management is going to cost, but if you can’t see how much the whole project will cost, it doesn’t help you much, now does it?

Work out why you are doing this & how you want the event to unfold
Your event manager needs to be able to listen to the objectives for your project (is this a serious conference with serious issues to discuss?  Is it an opportunity for franchisees to meet each other and talk off- line? 

Whatever the objective, your event manager needs to make some suggestions as to the best way to meet them.  He or she needs to help you with how to effectively program the meeting, so that it flows, is logistically as simple as possible, and meets those objectives you’ve set.

Program Development
Obviously, you know what you want said at this meeting.  Your event manager probably doesn’t have the expertise to put a program together specifically for your group.  What he or she can do, however, is help you program it, so it flows.

Your event manager can help you make sure you’re not cramming too much in to one day;  to make sure there is networking opportunities, and times out of the “classroom”;  to give time for the venue to re-set rooms, if that is what’s needed.

Project Plan & Timeline
Next, your event manager needs to work out a project plan and timeline, which shows all of the tasks which need to be undertaken for your conference to be a success, who’s responsibility it is to complete the various tasks, and by when.  You need to understand that if you haven’t worked out who the winners are for your awards night by a week before the event, then the trophies won’t be ready in time.

Source quotes from different suppliers
There are LOTS and LOTS of different suppliers to be used for each conference – from venues to audio visual providers, theming companies, photographers, caterers, trophy suppliers, transport (ground and air), accommodation….  The list goes on and on and on.

Budget
The budget will be an ever changing beast, as you refine what it is that you want to happen.  If your event manager is skilled at this, and if they have a good idea of what you want to happen in the first place, this can be kept in check.  Don’t expect this to be dead-on accurate first go – there are too many variables at play here.  Plus, you’ll probably change your mind about certain things!

Supplier negotiation
Your event manager should be able to negotiate the best deal possible with your suppliers.  An outsourced Event Manager probably uses a many of the same suppliers over and over again for other clients, and so can assure you of not only a good deal, but a quality product or service.

Sponsorship Package Development
Chances are, your conference is going to be at least partially funded by your suppliers.  What are they going to get for their money?

Your event manager needs to develop a sponsorship package, so that everyone knows what’s going on – what’s included in their package, and more specifically, what ISN’T included (no, you can’t hang that enormous banner at the entrance to the venue).

Your event manager needs to make sure that both you and the sponsor adhere to the agreement – and run interference in case anyone is unhappy for whatever reason. 

Speakers requirements
Your event manager will need to liaise with all of your presenters, and make sure that the AV equipment they need is available and that the room will be set up the way they need it to be.  Nothing worse that that presentation that refers to that 3 minute DVD being shown…. but no one thought to organize the DVD player.  That’s ok, you can run it through your laptop….  But there’s no audio organized from your computer, so no one can hear the sound….

Transport & Accommodation
One of the most important logistical aspects of your meeting is going to be Delegate Transport and Accommodation.  Airport transfers need to happen like clockwork, and everyone needs to arrive at the venue in time for you to start your meeting.  Likewise, it needs to work well going home – or it will leave a bad taste in everyone’s mouth.

Lock it all in
Confirm, confirm, confirm.  Your event manager needs to confirm all arrangements and contracts with suppliers, and all details with your delegates.  Delegates need letters which tell them their transport and accommodation details, and their itinerary.  Everyone needs to know what’s going on, for this to run smoothly.

Be there on the day
Your event manager should have by now developed a Bump & Run Sheet, which shows what’s happening at the event minute by minute – he or she should know what’s going on at all times!

If they’ve done their job right, there shouldn’t be anything really for them to do on the day….Crack open the champagne!  You’re there!

After the event
Though you’ll all want to fall in a heap at the end of this, there is a certain amount of tidying up to be done.  Accounts need to be settled, feedback needs to be collated, final reports need to be written.

Before you put all of that paperwork in an archive box, you’ll want to have a de-brief, to discuss what went well, and how you’d change it next year.  All of the stats for the event should be collated, so that things will be simple next year!

Ok, now you can crack open the champagne!

On the contrary.

A conference could be what focuses your organisation, and defines where you’re going, and how you’re getting there.  Jodie Parker from Iceberg Events can tell you why.

Everyone works better with a deadline!
The conference can be the time that all those loose ends need to be finished by, so that you can present them to the franchisees with confidence.  Once you’ve booked that venue, and let everyone know, the clock is ticking.  Now, that’s motivation!

Use this to clarify your ideas
Nothing better than the thought of public speaking to help you get things straight in your head.  The Conference is where you can tell your franchisees about your strategic direction, new product lines and your new marketing campaign.  The thought of doing that publicly is enough to help you make a decision.

Give them a reason to get away from their business
Chances are, your franchisees are working hard to make a go of it – they definitely need some distance and some perspective, not to mention the opportunity to talk to a whole lot of people in the same boat as themselves.  They’ll love you for giving them a reason to get away, and helping them plan it.

Reward them for their hard work
This is your opportunity to publicly thank them for all that they do for the organisation.  Let them know that their contribution is valued and essential to the overall success of the brand!  An awards ceremony as part of the event is crucial for morale.

Give them all the same message
You really need all of your franchisees together to communicate and discuss the direction of the brand – so everyone is moving in the same direction.  That consistency is what makes your franchise work!   Now is the time to launch new marketing plans, new strategic directions, new structures to the organisation – so everyone has a chance to digest and discuss.

Get them talking
I’ve said it already, but the value of your franchisees all getting to know each other is so valuable, yet impossible to measure!   Having that support network of others might take some of the pressure off of you, as franchisor, as well.

Have an open forum
All that talking should be with you as franchisor as well.  The opportunity for you to hear what’s going on at the front line can’t be underestimated either.

They can also be great tools for revitalizing your business and your people.  Jodie Parker from Iceberg Events, has some tips for making that Franchisee Conference stress free and cost effective.
 
1. Have a think about what you want to say. 
The meeting needs to be structured to be effective.  Some ideas include:

2. Provide a forum for your franchisees to speak. 
Schedule some time in for this, and make sure everyone knows that this space will be available.  While you don't want mud-slinging in front of the whole organisation, you may find a theme that can be rectified (with a solution provided by your people!)  If you're worried about what they might say - let them know that "General Business" needs to be tabled prior to the event, so you know what's coming, and can be prepared

3. Make time for networking and/or team building.
Some informal networking time will be much appreciated – franchisees can talk to each other, and find out what others do to make their business work.  They may find this to be the most practical part of the event!

4. Have an Awards Ceremony. 
Make sure everyone knows that results are recognised and appreciated.  Benchmarking activities throughout the year can provide the data for your awards night - make it the last night of the conference, and let everyone let their hair down.  Awards ceremonies can be notoriously long winded - keep an eye on the timing for this, so that there's time for fun and chatting as well.
 
5. Get your suppliers involved. 
They need to understand your business to work effectively with you.  They can also help reduce the costs for your event!

6. Work out where the majority of your people are.
- hold the event somewhere close by to minimise airfares and transfer costs.

7. Treat your franchisees like guests. 
As franchisor, you need to be hosting this event.  Franchisees need to take time away from their business to attend this meeting – they need to see it as worth their while.  Some franchisors make attendance at the annual meeting mandatory – wouldn’t it be better if they wanted to be there?

Brews Brothers, in Woolloongabba, can brew any kind of beer you like (for instance, if you like Corona, they have the recipe for it), bottle it, and label it with whatever you want.

Imagine making that part of your Sponsorship Package - for the Welcome Drinks at your conference or event, for instance.

Sponsorship of the Welcome Drinks doesn't just include signage, and the opportunity to get up and talk for 2 minutes.

You can also be serving beer in bottles branded with your logo - what a great marketing idea!

Now that is a talking point which your sponsor will appreciate!

J ;-)

The worst possible thing that you can do on a staff retreat is make everyone work the whole time.

I know that seems contrary to what you are trying to achieve - you're paying all of this money so that everyone can go away and focus - come up with the solutions you need, find the extra effort required!

If you are taking people out of their normal habitat, you need to do some different things too! I've talked about Team Building before - but it doesn't need to be as structured as "activities".  

It could just be giving them the opportunity to have a casual dinner, with their families and colleagues, without talking about work (and believe me, their partners will be happy about that. Maybe even BAN the work conversations from the table).

It could be going to play bowls, or mini golf, or snorkeling (if you happen to be at an island destination).

There is no denying, though, that work needs to be done too.

If you are doing the brainstorming/creative type activities that are often done on retreats, let them wear whatever they like! No one wants to wear work clothes on a Sunday anyway.  Maybe they’ll think more creatively wearing board shorts.

Maybe try to avoid the conference room set up. Can you do the brainstorming thing somewhere comfy?  With Couches?  Or sun beds?

Can you have platters of food for people to pick at, rather than structured breaks?  You don't want the "structure" to get in the way of those creative ideas.

Make sure you have a way to capture all those ideas, too. Be it as simple as butchers paper or whiteboards, or someone in charge of minute-taking, or recording the entire discussion (may need a techie to do that one properly).

I think the best staff retreats are a little bit junket, and a little bit justified.  The balance there is what gives you the best outcomes.

We have a lot of clients who use their conference as an opportunity to get everyone in their organisation working together.  While some may roll their eyes, thinking that team building is a drag – trust me – there are some FABULOUS activities out there.

Take Foot Locker for example – we recently did a 3 hour team building exercise with their Store Managers at Crowne Plaza Royal Pines Resort.  A circuit of activities included Clay Target Shooting, Archery, a group of people balancing a bucket of water on top of a pole, balanced with ropes (you can imagine what happened with that one), a giant A-frame that one team member stood on while their team mates moved it over the finish line… Team Building isn’t all about high ropes courses anymore!

Or a group of IGA stores that we took to the local Bowls Club on a Friday afternoon.  Easy.  Everyone can play.  And a beer at each end ensures that everyone has a good time (within reason of course!)

There are so many different activities you can do – drumming workshops, Aboriginal dot paintings, Scavenger hunts like “The Amazing Race”.  Imagine all of your delegates doing “Survivor” type activities (modified for groups, age and ability) – all wearing “Buffs” for their teams – branded with your company logo?  Fun!  And definitely memorable.

And a photographer while all this is going on can capture enough images of people having fun for you to turn into a scroll at your gala dinner…  What a great end to a great event! 

Many thanks to Ray, Tony and Annette!