by Matthew Sanderson

​• Tips for appealing to first time attendees

Without having participated in every profession, hobby, or enthusiasm that hosts a conference, I imagine every organization that goes through the effort required to host a successful conference wants to continually attract and retain new members. I recently attended a conference as a first-timer. I’ve been to conferences and helped to plan and host conferences, but this experience was my first foray into a particular organization. Some of my observations may be able to help you with your next conference.

• Midwest theaters for events
• A unique state to build upon

To paraphrase William Shakespeare’s famous quote, all the world’s a stage, is fitting when it comes to meetings and events. The organization or company is literally on stage for its participants from beginning to end, so why not reel people in and give them a memorable experience in one of the many beautiful theaters in the Midwest?
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CVBs and their communities will help you set the scene of the event you are directing by helping you find the perfect stage for your event, here are just a few options in the Midwest.

• Juice up your brunch

Far from where you would expect a tropical paradise, John J’s Chow Hall, at the Graduate Lincoln, is located in the Haymarket District and has a menu that will have your attendees juiced in any season. This 1940s-style, tropical tiki bar in Lincoln, NE lends itself to a world of libation exploration with highly-juiced offerings.

It is said that few things go better with bacon than bourbon. With that in mind, the General Robson was created. The traditional tiki flavor is represented in the pineapple juice, making this pineapple infused Mint Julep variation a hit. 

by Shawna Suckow, CMP

• Negotiate a win-win with speakers
• Finding the best speakers for your events

Psst…! Do you want to know a few insider secrets about speakers, and how you can negotiate a win-win with them?

After being a planner for more than 20 years, I’ve now completed my transition to full-time speaker. What a wild ride that’s been! Eight years ago, I would’ve rather swallowed shards of glass than speak in front of a group. I was forced into it when I founded SPIN (www.spinplanners.com), and the more I did it, the easier it got, the better I became, and the more I looked forward to it.

by Heidi Mayer Kruse

​• Teambuilding with real-world significance
• Volunteer opportunities and meetings

Many planners extend the reach of their company’s corporate social responsibility efforts by adding a charitable component to their meetings and events. The benefits are two-fold. The first is an obvious boost to your public relations efforts, but the second is potentially even more powerful.

Teambuilding and training exercises have more influence if participants see a real significance or impact to the work they are doing. Choose a cause and an afternoon becomes a tangible device for improving their connections to each other and a community.

by Emily Giunta, CLE, Inc.

• Video recording considerations
• Know what you want to see

Video recording is becoming a very common event element. It allows you to do anything from archive for reference or showcase your event by creating a highlight video or promo video for future marketing. You can reach individuals who were not able to attend by posting a link to a session or presentation on your website. Or maybe you have a remote audience that your message needs to reach and your solution is to use live streaming allowing them to log on with individual devices or for a group of individuals in another part of the world to view in real time.

by Christy Lamagna, CMP, CMM, CTSM

• Teach others to think strategically
​• Why site visits matter

When introducing a strategic mindset to your office or business, you may find you are not just teaching yourself a new way to do things, but you’re educating those around you as well. That means you need to fully understand why being strategic matters and be firm in your commitment to your professional evolution, as not everyone embraces change. The opportunity to educate both yourself and those around you will happen early and often. Converting doubters into believers is part of the process when becoming a professional event strategist.

• CVBs curate experiences

More and more, attendees are looking for truly unique destination experiences. CVBs are these experience curators helping planners devise opportunities which speak directly to their attendees. Midwest Meetings® reached out to a few Midwest CVBs to find out how they have helped planners surprise their groups and create special memories.
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Cathy Cluff, Oshkosh CVB, reminisced, “For our WI Airport Managers Conference in May, 2016, they wanted to offer something unique for the afternoon of arrival to their attendees. It was explained to me that outside activities were best. So, I arranged a choice of two activities; golf at the Oshkosh Country Club and Sport Clay Shooting at the Springbrook Sportsman’s Club. Attendees were able to select one activity and both were very much enjoyed.”

​In the Fox Cities, Jennifer Hecht, Convention Services Coordinator, Fox Cities CVB, chimed in, “[We have taken groups] behind the scenes at the Fox Cities Performing Arts Center with tours of the backstage, dressing rooms, and more.” A great experience for theatre buffs. “We have also arranged hands-on activities for groups,” Hecht shared. Some of those activities include making paper at the Paper Discovery Center and making customized candy bars at Wilmar’s Chocolates.

• Brunch truck options

Coffee lovers will tell you how important their first cup of the day is to them. In fact, check out the coffee line the morning of your event, this is where some truly authentic connections are made. Whether attendees are discussing the previous night’s happenings or talking about where they live over passing the creamer, a tribe is formed in the coffee line…possibly in any line where people are excited about the same thing. Dicarlo and Fabiola Aroni, the owners of Cup-Burrr’n in Dickinson, ND, saw possibilities in the coffee line and wanted to create more.

“My wife traveled all over, to France, New York City, and more learning about crepe making,” explained Dicarlo Aroni. “In the end, she said ‘Everyone in the US knows what a waffle is’ and so we started with waffles instead.”

On October 31, 2016, the Dickinson location was opened. A small store front with room for an ordering bar and seats for 10, serving morning coffee and waffles. Six months later, the Aronis took to the road with their food truck, traveling to events locally and across North Dakota. They have taken the truck to Minot, Bismarck, Fargo, and more to sell their delicious waffle blends. This fall they opened a second location at Bismarck’s Kirkwood Mall as well as a larger seating facility in their Dickinson location

• Tips to keep attendees happy and engaged

To many, meetings aren’t a time for fun or excitement. To Sandi Robinson, Director of Sales at The Godfrey Hotel Chicago, meetings are opportunities to create an inspiring experience.

Having worked in the hospitality industry since she was 16 years old, Robinson knows that the people and ideas behind a meeting make or break the event – a boring meeting can’t be blamed on the space or topic.

Utilizing the many spaces at the hotel – including I|O Godfrey, an indoor|outdoor rooftop with a retractable glass roof – to plan meetings and events, Robinson has worked with companies large and small that have included BBC, Toyota, and Google. But she assures planners, even if your venue doesn’t have a Chef known for his interactive craft cocktails or a rooftop with stunning city views, all meetings can inspire attendees if you follow these simple tips.

• Engage at all brand touchpoints: From the online registration process to meeting execution, it’s all about an engaging, positive experience. Instead of having attendees fill out a simple written form online, maybe they take a fun personality survey to determine what setting would be best for them; maybe there is video content to introduce them to the property at which they’ll be meeting. Keeping a consistently engaging experience from that first encounter to after the meeting is over is essential in persuading attendees to make your event a priority.

by Kristi Casey Sanders, CMP, CMM, DES, HMCC

• How to be a mentor
• Tips and rules for mentees

Your curiosity and ability to adapt to corporate culture will help you meet and maybe exceed workplace expectations. But instincts will only get you so far. The secret to success may be in your ability to find a mentor for others or be one.

Sun Microsystem’s human resources department conducted a five-year study of 1,000 employees to quantify the impact of the company’s mentoring program. They discovered that both mentors and mentees were 20% more likely to get a raise than people who didn’t participate in the program. In fact, only 5% of managers not participating in the program received raises versus 28% of managers who did mentor others.
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The mentorship program also helped elevate careers. The study found that mentored employees were five times more likely than nonparticipants to get promoted, and those who mentored others were six times more likely to get moved up.

• CVBs offer planners new formats

As the digital age continues to grow and expand, more CVBs are beginning to offer app platforms for meetings and events. The ability to load agendas, speaker bios, and even menus for attendees is a great addition to engagement practices before, during, and after the event.

Sylvia Rice, Director of Visit Salina, learned about the technological opportunities of placing meeting and event agendas on apps during an industry conference. This came at the same time Salina’s Chamber of Commerce was working to develop a local app. “They (the app developers) sought out planners to find out what they wanted in an app,” explained Rice. The answer went beyond local hotel and restaurant offers to personalized offer options.
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Using the app, planners are able to personalize their attendees’ handheld experience. Sponsorship components are available with hot links to sponsor websites and with six buttons to modify, planners can share agendas, speaker bios, and so much more. Attendees are able to link directly to Facebook® and Twitter® via the app to share their personal event experiences.

by Wendy Keller

• Five tips for a peaceful planner mind

Has your significant other shaken their head and mumbled, “Here we go again?”

Has your child ever looked at you quizzically and said, “But Mom! I told you already!”

Chances are, these reactions to you are more likely to happen in the crazy months leading up to a live event. You’ve got so much going on at work that your home life may be taking a little hit here and there – or maybe a big hit!

• What does a CVB do?

CVB stands for ‘Convention and Visitors Bureau.’ These, mostly, non-profit organizations are charged with representing their specific location. CVBs give planners access to an array of services and become an extension of the planning team. From site inspections to service provider bids and hotel negotiations to unique experience opportunities, CVBs are one of the best resources and partners a planner can utilize at every stage of a meeting or event.

•Meet Pamela S. Dallstream, CMP, CMM, Director of Education, Society of Critical Care Medicine
• The power of associations
•Experience with state, national, and international organizations

Pamela S. Dallstream is a participator, through and through. Born and raised in Arlington Heights, IL, she has traveled to live in Chicago, where she received her BA from DePaul University, and Washington, DC. Now residing in Barrington, IL you will find her taking part in a variety of local and international charities and spending her weekends buying and selling primitive and vintage antiques.

With over 30 years of event planning experience, Dallstream stays cognizant of new technologies, learning environments, and generational trends to help create events which speak to her clients.

Midwest Meetings: What was your first experience in the meetings/events industry?
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Pamela S. Dallstream: Part of the responsibilities is my first position, at the Illinois Library Association, included working with the annual planning committee. I loved the details and challenges so much that I focused on those aspects of association management for most of my career.