The Unseen World of Event Management: Where Superheroes Don Capes and Headsets
Event management might seem like a typical 9-to-5 job, but behind the scenes, it's a realm where superheroes don capes and headsets. You can't even tell where they are sometimes. Imagine a world where event planners battle chaos with checklists, taming unruly timelines, and orchestrating grand galas like a symphony.
Kelli and April with Truvideo
The Meeting Room: Where Dreams Become Reality
Event planners gather like Avengers at a secret council in the mysterious depths of the meeting room. Armed with laptops and coffee mugs, they discuss the fate of events yet to come. You might spot Captain ClickUp, ensuring no detail goes unnoticed, and Wonder Wi-Fi, ensuring the internet connection is strong, ready to defeat the dreaded buffering wheel.
The Venue: A Magical Wonderland
Ever wonder how a bland venue transforms into a magical wonderland? That's the work of the Venue Enchanters. Armed with drapes, twinkling lights, and a sprinkle of fairy dust, they turn any space into a realm fit for Cinderella's ball. And if the A/V system misbehaves, DJ Decibel is there to drop the beat.
Photo: Fontainebleau, Las Vegas | AutoTech Investments’ Venue for February 2nd, 2024
The Catering Crusaders: Food, Glorious Food
The Catering Crusaders, led by Chef Superchop, take charge of the culinary universe. They ensure that guests leave with full stomachs and smiling faces. Watch them whip up magic in the kitchen, battling dietary restrictions with flair and flavor.
The RSVP Realm: Where Mysterious Guests Dwell
Enter the RSVP Realm, a land where mysterious guests dwell. Sometimes, they vanish like ghosts, only to reappear at the last moment. This is where the RSVP Wizards work their magic, solving the puzzle of guest lists and ensuring enough chairs for everyone.
The Entertainment Extravaganza: Lights, Camera, Action!
At the heart of every event lies the Entertainment Extravaganza. Here, the Entertainers of Enchantment, led by Maestro Microphone, craft the perfect stage for show-stopping performances. From magicians to musicians, they orchestrate the magic that leaves audiences spellbound.
The Cleanup Crusaders: After the Party's Over
The Cleanup Crusaders enter when the glitter settles and confetti litters the floor. Armed with brooms and trash bags, they restore order to the event world. They're the unsung heroes who ensure the venue is ready for its next transformation.
The Post-Event Potion: Reviews and Reflections
After the event, it's time for the Post-Event Potion. The Review Riddlers collect feedback, and the Reflection Wizards ponder the successes and areas for improvement. It's a time for event planners to hone their skills, learn from their adventures, and prepare for the next mission.
Remember the hidden realm of event management the next time you attend an event. It's a world where superheroes don capes and headsets to craft unforgettable experiences. Behind every event's success is a team of dedicated professionals who transform ordinary moments into extraordinary memories.
Let's raise a toast to these rain-makers, chaos-tamers, and creative dream-weavers of DIGITAL RAIN who breathe life into events!
Rain’s Guide to Conferencing
“I have every new hire read this blog before attending a conference.” Jim Flint, CEO Local Search Group.
My Master List for Success and Survival…
A comical yet essential list of conference survival tips.
Authors Notes:
I have attended 70+ events and have collected the words and wisdom of the most successful veterans in the space. If you do conferences right, there’s a lot of power and value in them. Depending on your conference strategy, you can either grow your network and create professional momentum… or you can return broke, tired, and hungover!
So pay attention to my list below because it won’t steer you wrong.
“I have every new hire read this blog before attending a conference.”
Jim Flint, Author, Car Dog Millionaire
Define your objectives.
What are the goals of your trip?
Is it to find specific solutions or get motivated. Are you planning to look at products, earn new business, meet new people, or do you just want to go on a trip and have your company pay for it?
Clearly define what you hope to achieve.
Go in with a game plan
What do you need to accomplish to achieve your goal?
Who do you need to meet? What demo do you need to schedule? What do you need to learn? Stay focused on your goals because once you get into the conference it’s mayhem.
Susan Given’s tip is to Block Schedule the times and locations in your Calendar. Print a back up copy.
Ok Siri ‘Make a note”
FACT: You WILL forget most of what you learned unless you take the time to jot it down. Prioritize key information and contacts.
Voice memo your notes, “To-Do List”, goals, and tasks. Create your action items.
If you are sending an employee, require them to give a presentation to the rest of the company on what they learned.
Find my friends
Stalking is creepy, but tracking people that want to be found is acceptable.
For example, turn on Apple Find my friends or Google location sharing with your team during the event.
Follow the event's hashtag so you can stay current with attendees’ on social.
Wear Comfortable Shoes
Avoid high heels or new shoes, after a 16hr day your feet looked like molded plastic Barbie feet.
IF you are going to wear heels, pack foldable flats in your clutch, so you don’t find yourself sneaking into the hotel barefoot and blistered.
Pack Moleskin for blisters.
Maximize your exposure.
Meet as many people as possible.
1000’s of amazing people and a handful of weird ones.
Get out there and meet people. They are the biggest reason we go to conferences, otherwise, we’d be at home doing webinars in our pajamas!
Photo: April Rain, Kevin & Julie Frye, Kate Wilson & Grant Cardone.
Consider the source.
Be objective when listening to pitches.
There is a lot of good content out there, but there are also a lot of people who are motivated strictly to sell their product.
Research the speakers and products before you attend. It can save a lot of time.
P.W.I. Laws
Never Post While Impaired
Friends don’t let friends post while intoxicated.
Just to be safe, don’t post anything past 10 pm. Nothing good can come of it.
Do not skip dinner and go straight to drinking root beer vodka from an ice bar.
I know this seems highly specific but it happens more than you could imagine.
Don’t Be Stupid
Everything ends up on Social Media, so don’t get your picture taken or do anything that you don’t want your boss, partner or mom to see.
This is tied to the P.W.I Rule.
You are NOT a Rockstar.
Something happens to people when they are traveling and around thousands of people. They get caught up in the whirlwind of parties and free drinks.
Know your limits. Remember that vendors, do a lot of conferences. They are pros. Don’t try to keep up, especially if this is your first event after the covid. Your party stamina may not be up-to-par.
Pace Yourself
I also know that my ability to give a sh*t decreases as time goes on.
On Day 1, I want to solve all of the world's problems but by day 3, I am not sure I even brushed my hair!
When you are exhausted you will be less focused on achieving your goals. Create “cut off” alarms. Leave when it goes off.
Friendly Fire
Be a considerate tagger.
Show people the pic and offer the first right of refusal. If they hate it, delete it.
I also don’t criticize or slam on social media. Social karma is a b*tch.
Be kind to us older gens, absolutely no high-resolution pics. Use the iphoto portrait mode or an Instagram filter!
Stay hydrated.
Travel, alcohol, and sleep deprivation can take their toll.
Sean Peoples Tip: Electrolyte powders or Coconut Water helps to keep you hydrated, alert and increase your immune system.
If you’re really in bad shape hit up an IV hydration bars.
Eat Healthy
I am the worst at this. I found myself surviving the weekend on granola bars and five-hour energy drinks.
Order room service breakfast It’s pricy but worth starting your day off right.
If you see one - hit up a Pressed Juicery, The Almond protein drink with a probiotic ginger shot do wonders for your general wellness.
Running on empty
At 3 pm you are least retentive, which is a good time to rest, recharge yourself and your phone.
It is the worst to be disconnected in the evening just as you are trying to locate everyone. I always bring at least two backup batteries.
Transportation
Utalize the free shuttle running daily but if you don’t want to wait. Uber or Lyft will be a life-saver. The hotels hide the rideshare locations so locate them when you check in.
Mints. Mints. Mints.
When you are trying to network and you smell like yesterday’s cocktail hour and stale coffee you may not be conveying that long-lasting impression you are hoping to achieve.
This is my pet peeve, be cognitive of your choices! Pass on the pesto, don’t even look at the garlic bruschetta and if you eat baked fish don’t come within a mile of me! I have been known to mace people with Binaca spray.
Follow the Cool Kids
Befriend the socialites. Find The Paris Hiltons of the event they will always be up-to-date with the conference activities.
Create a group of well-informed conference buddies that agree to share all the hot spots in exchange for you doing the same.
I already have mine on group chat!
Dress For Success
People will never fault you for looking too nice. But if you look like a slob, it will impact peoples’ perception of how you do business.
You never know who you will meet, so I believe it’s always better to be safe than sorry. I know it’s inconvenient, but if it helps you make a good impression then suck it up.
Reminder you that you are not there to score so go easy on the Creed
Swag Strategy
Raiding the free booth prizes.
Be sure to do this on day one. That way you’ll be sure to get all the cool phone holders, flashlights, and even teddy bears to bring home to the kiddos.
If you wait until the last day, you’ll be leaving with gum and a foam stress ball!
Family Vacation Syndrome.
Trying to keep track of your group can drive you crazy. Don’t get sucked into other people’s agenda.
If you are traveling with a group, set times to sync in advance. Start with an early morning coffee, then divide and conquer.
Strategic Cocktailing:
This is an art form not to be taken lightly.
A co-worker once said “April don’t stay out late! Business doesn’t happen at the bar.”
What? I am pretty sure a lot of my business connections have come from cocktail reception. I’m naturally outgoing but many people need to be in a relaxed social setting before they are comfortable getting to know others.
I’m sorry I forgot your name.
Hashtag awkward! Unless you are a savant, it’s impossible to remember so many people’s names.
Download an apps like ScanCard Biz and scan people’s business cards each day from your phone and load it straight into your CRM.
At Digital Rain, we have gone paperless with individual QR codes and Contact Link: https://qrco.de/AprilRain
Just the essentials
Conference packing takes some serious planning skills. You need to be comfortable, yet professionally, Prepared to go from the convention florescent lights to five-star dinners, to cocktail receptions when there is no time to change in between.
Plan multipurpose outfits. A black casual cocktail dress is essential. I will inevitably spill something on myself and black helps to camouflage such mishaps.
Packing Favs
Here’s my quick checklist of useful items you may forget about:
Eye drops
A huge stack of business cards (or QR codes)
Tylenol
Vitamins
Cash
Breath mints
Flats
Liquid IV
NEED HELP WITH YOUR EVENT? CONTACT DIGITAL RAIN TODAY TO SEE WHAT WE CAN DO TO HELP YOU MAXIMIZE YOUR EVENTS.
Rain on CBT News: Planning for a Better 2016
This episode featured Digital Rain Inc. Founder and CEO, April Rain, who discussed digital marketing strategies for the year ahead.
By Lindsay Kwaselow
On a very special edition of CBT News on Veteran’s Day, November 11th 2015, CBT anchors Joe Gumm and Corinne Lillis began the episode by thanking all our Veterans who have served and protected our country - with a special shout out to all the dealerships out there that hire veterans to represent their company and their brand.
This episode featured Digital Rain Inc. Founder and CEO, April Rain, who discussed digital marketing strategies for the year ahead. With 2016 right around the corner, dealerships are preparing for the New Year and attempting to avoid the mistakes they’ve made in the past to successfully create a unique marketing presence online.
With more and more new tech opportunities evolving, it can be difficult for dealers to choose the right solutions without becoming overwhelmed. April’s advice? First separate your wants from your needs. Differentiate your most critical needs from your wish list. Then narrow down your list to just five things, or five major problems you NEED to solve now. Find the products and technologies available and evaluate the ones that are most relevant to your needs.
It’s much less common that a product simply doesn’t work, but more so that you didn’t take the time to properly evaluate it! Make sure you fully understand both the capabilities and restrictions of a product from the beginning – before and during the launch process.
The next thing to remember is it’s so important to minimize all the clutter and all the noise all the “you should be doing this, and that” and really condense to what are the technologies that will solve your dealership’s current, specific problems moving forward. There’s so much out there and dealers really do need help narrowing it down! Consider the fact that there is no perfect solution. Everything has its pros and cons.
To get ideas of technologies to adopt you can always start with 20 Groups and conferences to see what others in the industry are doing. April suggests reading online reviews on products. There are a lot of different technology products that aggregate reviews. DrivingSales is a great example of a site that aggregates all the reviews of specific vendors in the automotive space.
With digital technologies advancing so rapidly, the line can become blurry between which products are durable solutions and which will become obsolete in six months. While April is a huge fan of trying new things and attempting to make processes bigger, faster, and better, she suggests first taking a step back and asking yourself:
1. What is your budget?
2. What are your capabilities?
3. What kind of staff do you have in place?
4. Do you have the resources to pull all this together and accomplish your goals?
Also ask vendors:
1. Does your product have a trial period?
2. What is the number one reason dealers cancel your product?
After you choose a solution, the next step is making sure that it launches and installs correctly. First follow the “assign-track-measure” mentality. April personally tasks and processes everything. She always recommends utilizing product management software to her clients. These systems are inexpensive and make collaboration a lot easier. April said, “I use Smartsheets because it’s simple for any user to quickly grasp the concepts. If you want something more in depth, my personal favorite is Mavenlink, however Basecamp, Teamwork, and Wrike are very decent and affordable systems.”
Contrary to your marketing strategy, which needs to be unique, your technology platforms can be pretty broad. April advises using a checklist for different vendors to help you identify exactly what you are looking for. Things like: What criteria do I have for this product? How am I going to measure it? And then evaluate each vendor to the same criteria to ensure you’re comparing across the board.
April is also a huge fan of utilizing your team and getting them on board. There will be experts that know the software and it’s always smart to bring in help, whether it’s holding the vendor accountable for training or bringing in an outside expert to train your staff and help launch the product.
Utilizing your team is so important because they understand the operation of your store. They understand what the product will be able to do within your own culture, your own process, and your own habits. With that said, it’s crucial that you always pull your staff into the decision-making process. Staff or angry sales people can kill a product faster than anything especially if they feel like it's being pushed upon them.
Everybody wants to feel like they adopted something or that they were a part of choosing a product that helps sell cars. When you buy a product and just throw it to your staff and say launch it and take care of it – that creates resentment if they weren’t on board with the decision-making process in the first place. Once they are on board or involved, then you switch accountability and ownership to them to make sure that the product is universally trained and utilized and adapted throughout your entire store.
April will be a speaker at the CBT Automotive Conference and Expo in Atlanta February 9th-1tth at the Omni Hotel. Take advantage of early registration through December 18th at cbtconferenceandexpo.com.
Click here to watch April Rain on CBT News.