A final farewell…

After 23 years of providing comprehensive meeting planning services to clients across the US, RDL enterprises is closing its doors and our staff will be moving on to new projects and adventures.

Thank you for reading RDL Talks! In the past two and a half years, I have received some wonderful feedback on the blog and hope you have found the information useful and, maybe, a little entertaining as well.

Although there will be no further posts on this blog, previous posts will continue to be available. Click on an author’s name in the Authors List to the left to see their contributions to this blog.

~ Karl Baur, CMP • RDL Talks! Editor

What is Reception Seating?

[This post is the fifth and final post in a series of pieces looking at the different types of room sets in more detail than we have previously. To finish out the series, we’ll take a look at Reception Seating...]

Reception has its own seating style? Really? Yes, really. In the hospitality industry, receptions have their own seating style. Why? Basically because people take up space even if no chairs or tables are provided. Therefore, in order to know how many people can safely fit into a room for a reception, you need to know how much space a single person needs.

Seven to eight square feet per person is the basic space requirement – and that figure presumes no chairs, no tables, no audio-visual equipment, and no other items (such as decorations) that might take up any space. I typically assume ten square feet per person for receptions so that I have a little space built in to provide some seating, a few highboys (chest high tables to put food and drinks on), and food and beverage tables. My estimate also allows space for minor AV.

So, now that we know the basic space requirement, we can come up with an estimate for how many people can safely be in the room at the same time. However, the more space you use for other things, the less space you will have for people. I know this sounds pretty obvious, but I have seen people try to take a room that holds 100 people maximum, then try to add in a dance floor, a buffet, a DJ, and lots of floor decorations – and still want to get 100 people in there at once. That rarely works. Remember: for every item that takes up floor space, you need to reduce the maximum attendance accordingly.

Ultimately, though, Reception “Seating” is the most flexible of any of the seating styles. You don’t have to provide seats for everyone since you anticipate people mingling (tables and chairs discourage that). You can maximize the use of oddly shaped spaces because you are not fixed into any particular placement for tables. Buffet tables can fit into spaces where you would never be able to fit tables and chairs for a meeting and what few tables and chairs you do provide can go almost anywhere. Unlike other sets, your creativity is limited only by the amount of space available.

~ Karl Baur, CMP • Project Director, RDL enterprises

View and download a Seating Capacity Chart here.

What is Conference Seating?

[This post is the fourth in a series of pieces looking at the different types of room sets in more detail than we have previously. Last week, we covered Theater, Classroom, and Rounds. Today, we examine Conference Seating...]

Most people outside the meetings industry consider "Conference" Seating to be the same as Theater, or they might equate it with Classroom seating. This is because they don’t attach any special meaning to the word “conference”. However, those in the industry do have a particular meaning for the word, especially when used to describe a seating style.

Basically, Conference Seating is a style in which all participants are seated around the same table. Conference seating is very useful for small gatherings that need to be face-to-face to conduct their business. Picture a boardroom table: you have perhaps ten to twelve people all seated around a rectangular or oval table. They can easily interact with each other and there is typically a “head” where the most important person usually sits. This style also works well with small work groups. They can easily move around and the table provides ample workspace.

The major drawback of the style is that it requires quite a bit more space than any of the other seating arrangements – I usually estimate 40 square feet per person for this one – and can quickly become unworkable if you have too many people around the table. I have done this set with as many as 50 people seated around the same “table” and they needed microphones to amplify their voices just so they could be heard across the room. As it was, the size made genuine personal interaction difficult to do, if not impossible, for anyone more than one or two seats away from you.

I can just see you sitting there trying to figure out how you make a table that big. The answer is – you don’t. Once you reach a certain number of participants (about 20 or so) that need to sit around the same table, you have to abandon the concept of an unbroken surface all the way across the table and switch to a variant called Hollow Square. With Hollow Square, you use the same tables that are used for Classroom seating to create a square with the center open (or hollow). This allows you to have more people around the same "table".

U-Shape Seating is essentially the same, but with one side of the square removed (making it look like a "U" from above). You lose a quarter of your seating, but gain the ability to use the center space that would otherwise be inaccessible.

~ Karl Baur, CMP • Project Director, RDL enterprises

View and download a Seating Capacity Chart here.

What are Rounds?

[This post is the third in a series of pieces looking at the different types of room sets in more detail than we have previously. Earlier this week, we covered Theater and Classroom Seating. In this post, we’ll look at Rounds...]

Rounds (RND). What is that exactly? Well, in the case of the meetings industry, it is a style of seating where people sit around a table, one that is nearly always round or oval in shape (hence the name). The easiest way for most people to visualize this is to think of a banquet or a wedding reception. Eight to ten people sit around a table and there might be 20-30 tables set in rows to accommodate all of the guests.

• Size: 60” and 72” diameters are the standard options.
• Seating: 8 to 10 people per table
• Space Requirements: 15 square feet per person

Why is this style common? Primarily for one reason that I’ve already mentioned: banquets. Seating in Rounds is a good way to feed people and allows for social interaction during the meal – something which most people, at some level, enjoy most of the time. But, how well does it work for meetings?

Well, it depends on what your goals for the meeting are. Rounds are good for workshops or trainings where participants will need to work together in teams. This style lends itself quite well to creating pre-set teams without any real effort on the part of the speaker or the organizers. It is also good for sessions where participants need a lot of table space to work on projects. Regardless of whether each person is working with others or on their own, Rounds provide ample space for shared supplies and materials while leaving enough workspace open for them to do any projects.

Rounds do not do so well with traditional, presentation-focused sessions. No matter where you are in the room or how you orient the table, at least one third will have to place their backs to the presentation or give up a surface to write upon. Perhaps another third will be sitting with the table to one side or the other, which can create just as many problems for note taking if the table is not on your writing hand side. This means that only one third (or a little over that) of your audience will have a good view of the presentation and an effective surface to write on. However, let’s not write this style off completely just yet…

The variant of Rounds that does work fairly well for meetings is called Crescent Rounds. With this approach, you remove the roughly one third of the seats with their backs to the speaker, leaving six or seven chairs remaining (out of ten originally). Furthermore, you don’t redistribute the chairs around the table to “space them out”. Instead, you keep them in their original spots. That means one section of the table will have nobody sitting in it – but it also means that more people can have both a writing surface and a good view of the presentation.

So, why would you use Crescent Rounds instead of Classroom, for example? Well, use of Crescent Rounds allows you to harness the advantages of Rounds (such as for small group work) while still allowing effective participation in lecture-style presentations. The downside of Crescent Rounds is that, since you have fewer people sitting at each table, you will need more tables and, hence, more space to accommodate the same number of people. The space factor is one reason I think we don’t see this frequently as a room set, though it is still used often enough to be one of the basic sets that all planners should know.

Another alternative, if you have enough space available, is to use a double set. (Check out this post for more information about double sets.) This would allow you to have a presentation in one half of a room and small group activities or meals in the other half. Such a set reduces transition time (no needing to find your way around the hotel if you are just going to another spot in the same room) and can help moderators keep track of participants a little easier.

~ Karl Baur, CMP • Project Director, RDL enterprises

View and download a Seating Capacity Chart here.

What is Classroom Seating?

[This post is the second in a series of pieces looking at the different types of room sets in more detail than we have previously. On Monday, we looked at Theater Seating. Today: Classroom Seating.]

Also called Schoolroom Seating, Classroom Seating (CR or SR) is one of the most common types of room sets used for meetings and conferences. So, what are the characteristics of this type of seating?

• Length: 6’ or 8’ per table
• Table Height: 30”
• Table Depth (width): 18”, 24”, or 30”
• Seating: 2 – 4 people per table

Why is it used so frequently? Well, one of the reasons classroom seating is popular is because it gives attendees a surface on which to write (as well as a place to put snacks and drinks). This makes it an ideal choice for all-day training sessions and workshops in which attendees need to take notes, work on projects, or just need to do a lot of writing.

Generally, the tables are set up in rows facing the front of the room. Since most meeting rooms are essentially rectangular in shape, this basic setup fits quite well into them. For oddly shaped rooms, though, this may not be an efficient style. And, in any case, this is not the seating style that allows the maximum number of seats in the room (that prize goes to theater seating). Since it does not provide the maximum possible seating for a room, you may need to do a double set or a different set entirely for larger groups.

Sometimes, especially in larger rooms, those who sit at the far edges of the room may have trouble viewing the screen (or the speaker) simply due to their angle relative to the screen. There is a way to address this while still using Classroom Seating, though. The planner will angle the rows slightly to create a variant called Chevron Seating. Using this variant requires a bit more space than the basic classroom style to accommodate the same number of people. However, the benefits of having everyone with a direct view of the speaker usually outweigh the loss of a few seats or the extra space needed.

“Basic” Classroom and Chevron Seating can be mixed as well, which is commonly done in larger rooms and with greater numbers of attendees. The seats directly in front of the stage are set square to the front of the room, while the rows that are off to either side are angled. The goal here is to ensure that everyone in the audience is able to have a good view of the presentation.

Classroom Seating, regardless of the variant used, does have one other drawback: it is generally not conducive to interaction among the participants. The focus of this seating style is typically the front of the room. That positioning highlights the speaker and subtly emphasizes the didactic (lecture) nature of most presentations.

So how much space does this style use? You’re looking at approximately 15 square feet per person if the tables are 18” wide and 20 square feet per person if they are 30”. In the rare cases where I have come across 24” wide tables, I use the 20 square foot number to be on the safe side. Here’s a handy-dandy seating chart to help you figure out how much space you’ll need based on your expected attendance (up to 1,000 people).

~ Karl Baur, CMP • Project Director, RDL enterprises

What is Theater Seating?

[This post is the first in a series of pieces looking at the different types of room sets in more detail than we have previously. This week: Theater Seating.]

Theater seating is probably the most common seating style in use today – especially for large events. Needing just ten square feet per person (eight if no AV), it allows you to fit the greatest number of people into any meeting space (while not violating fire codes). However, that is not the only reason it is popular. It is also flexible and quick to set up or strike, making room changes easier than with many other room sets.

The standard configuration for Theater Seating is to place the chairs in long, straight rows. The area in front of the stage is set with the chairs directly facing it. All of the rest of the rows in the room are set in line with and parallel to those. However, there is much more that can be done with this style and the possible configurations are not limited to just this one method.

For instance, you can change the angle of the rows, or even the chairs themselves, to provide better viewing angles. Better yet, set the chairs in an arc around the front of the stage, giving everyone a “head-on” view of the speaker. You can even place the chairs in a circle to promote sharing and interaction. Placing chairs in concentric rings creates a “stage” in the center, which creates a more intimate space in the room.

If your attendance soars (a great problem to have usually), you may find yourself running out of seats. With Theater Seating, it is easy to bring in more seats (assuming you’re not already at capacity for the room). With many conferences I work on, I will recommend planning to use another seating style first if possible, one that uses more square footage per person, and shift to Theater Seating when the numbers increase beyond the capacity for the original style.

Fortunately, the math for this style is pretty easy to do in your head. Simply multiply the number of expected attendees by ten and you have the approximate total square footage you need (including space for AV, aisles, etc.). If you know the total amount of usable space in a room, you can figure out how many people should fit by dividing the total square footage by ten. And, if you don’t want to do the math, here’s a room capacity chart I whipped up to help you with the numbers.

~ Karl Baur, CMP • Project Director, RDL enterprises

Signage for the Budget Minded

We all have clients who are very careful about how money is spent on their signage. We have done everything from large banners and foam core signs to an inexpensive slip-in sign holder. In many cases we have done a combinations of all these options for one client.

If you are looking for an inexpensive way to produce signs for your client try using slip-in sign holders. We use commercially produced sign holders from PC Nametag. These holders are 16X20 inches with a vinyl pocket that holds 8 ½ x 11 inch paper. In addition to having the signs in multiple colors, they also have one that is a large red arrow with the vinyl pocket. The signs are inexpensive and we used our first set almost 10 years. Although we have lost some to shipping, the wind, and even once to a lawn mower, these signs still fill many of our signage needs. We now have a large portfolio case that we use to ship the sign holders to our events and that has increased their survival rate.

The key to making these sign holders look like they belong to the event is the consistency of the message on the insert. The logo and name of the conference needs to be large enough to be recognizable from a distance. Once attendees key into the signs being a part of their event, they know to look for them and the information they convey, either in terms of what is happening in a meeting room, or directions to difficult to find rooms. The vinyl pocket allows room for multiple pieces of paper so, for each session, the old sign can come out and the next page is ready with the new information.

These portable sign holders can be used either landscape or portrait. Sometimes we have arrived on site with our signage produced portrait style to find that the only way an arrow will work is landscape. We have learned to bring some of each style and/or produce new ones on site. We always have the template for our signs with us in case we need to make changes to the information, such a new speaker or a cancellation.

Another cost savings tool we use focuses on the large foam core signs. We set them up to allow for the customization of information by having generic general signage with space to place a smaller sign, attached with Velcro, that makes the sign specific to an event. Our inserts are usually 2-3 inches in height and the width of the sign, though they can be done at any size you need for your functions. The same sign or series of signs can be used to welcome attendees, direct them to a reception or a luncheon, and they can often be moved to off-site events and customized accordingly. We even have had red arrows made for our signs to convert them to directional signs. For local events, the large signs can be reused each year, providing the basic information and design is generic enough.

We find that using these combinations of signs has represented a significant cost savings for our client. The slip-in signs and the inserts for the foam core signs are inexpensive, representing a significant cost savings over custom signs for our clients’ events.

~ Linda Begbie • Executive Director and Meeting Planner, RDL enterprises

So how much water should I drink while at a conference?

Last week, I talked about the importance of staying hydrated while at a conference – whether as an attendee or an organizer – and gave suggestions for how to do so. However, I did not mention how much you should drink, which begs the question of what the right amount of fluid intake is for a person attending a conference. The answer is – all together now – it depends.

Your body needs what it needs. This seemingly unhelpful piece of wisdom is actually quite appropriate when it comes to water consumption. Many people still believe that you need to consume eight to ten 8-ounce glasses of water each day to stay properly hydrated. However, the science behind that statement is completely lacking and, according to snopes.com, even nutritionists and physicians who specialize in water and hydration do not know where that “rule” came from.

If you lose 80 ounces of water throughout the day, then, yes, you need to take in roughly the equivalent of about ten 8-ounce glasses of water each day because you need to replace what you have lost. But even that figure is somewhat misleading. After all, (1) it doesn’t need to be water, though that is usually the best option; and (2) you actually can get much of your daily fluid intake from food as well.

How much water do you get from food? According to this article by the Mayo Clinic, your food typically accounts for about 20% of your daily fluid intake. If you eat a lot of fruits and vegetables, then you are getting a higher percentage of water from your food than usual. The more water you get from your food, the less you need to actually drink.

What liquids, other than water, can you drink? Just about anything in a typical diet. Coffee, tea, juice, soda, milk – even beer and wine – can all count towards your daily intake of water since they are comprised primarily of water. Now, that is not to say that these are optimal replacements for water, nor should they make up a large portion of your total intake, but they do count towards the total – which is something usually ignored or overlooked by those pushing the “eight 8-ounce glasses of water” rule. Water is still generally the best choice, though: it is “calorie-free, inexpensive, and readily available” (Mayo Clinic; italics are mine).

Don’t forget, too, that other factors come into play as well. How physically active are you on a given day, what is the weather like, how humid is it, what physical conditions do you have, etc. are all key factors. These and other factors feed into the question of how much water you should drink daily. And the answer may be vastly different each day… Pay attention to what your body is telling you and, most of the time, you will be on track to drink enough water

~ Karl Baur, CMP • Project Director, RDL enterprises

Event Cost Savings: Signage

Creating signage for events is an easy task that every planner can do with ease. When planning an event, it is important to have the correct information available and an easy-to-read format for attendees. However, the display and choice of materials is widely varied. Often the client budget is a big factor in how elaborate signage is at any given event.

RDL takes pride in working with our clients in all facets of planning the logistics of their meetings, conferences, or events. Client budgets are always very important and looking for cost savings measures for our clients are options that we like to share. Signage can be a huge expense and the message is the same; directions & information for attendees. Signs can be as large as billboards, they can be multiple colors, illuminated, 3-dimensional, magnetic, and in every size and shape imaginable. Banners and large foam-core signs are beautiful and depending on the number of signs needed to assist attendees in getting from place to place and knowing what is happening in each venue can be huge.

Here’s some information for many different and unique options for event signage.

Signage can also be very moderated and still be quite effective, depending on the venue, the client and the number of attendees. RDL planners often reduce the cost of big expensive signs by using slip in sign holders.

The slip in sign holders have borders in many colors that can compliment our client’s theme or colors. These sign holders have a plastic center for a 8/5x11 pre-printed sign. This style sign is easy, efficient and inexpensive for our clients. These slip in signs also have large red arrows to assist attendees with directions to venue meeting rooms and other events. Signage provides directional assistance to elevators, up and down stairs, around corners, and down long hallways.

Just a little bit of information that I thought would be interesting to share. Great to know of something that other planners may not be aware of & to know that this form of signage is cost inexpensive and efficient.

~ Cyndy Hutchinson • Executive Director, RDL enterprises

A New Way to Do Business with the Federal Government

As meeting, conference and event planners, it is always a challenge to find ways to work with the Federal Government. The newest strategy we have seen in requests for quotes has been for NO COST contracting. This means that the planner is required to recoup all of the costs incurred in planning the event, usually including the meeting site costs. This is done through registration, exhibitor, and sponsor fees. The challenge is to determine reasonableness in building a budget based on anticipated costs and projected income, including no charge to government employees. This is, of course, much easier when you have a meeting that will draw your anticipated number of attendees, exhibitors, and sponsors. Sometimes the government gives you a range of attendees, which is another challenge for budgeting.

I know the government agencies are looking for ways to save money, but we must caution ourselves, not to lose money in the process of contracting with the government. One of the recent bids we did required no more than a 10% profit to the contractor. In building a budget, that is easy to project, in reality I am not sure how that works.

We find this to be a new and interesting trend. We have seen it in the private sector for a long time, but now the government is engaging in this practice, without a full understanding of the consequences. When bidding, you don’t have a contract with a meeting site, an audio-visual vendor, a drayage company, or a caterer. This means that much of what you use to determine a registration fee to propose to the government is based on your experience and best guesses as you are projecting costs.

We will keep you posted on how this trend as we continue in our efforts to work with the Federal Government.

~ Linda Begbie • Executive Director, RDL enterprises

Drink Up! The Importance of Staying Hydrated while at a Conference

Most people are aware of the basic facts about water consumption – the human body is approximately 75% water, you lose water throughout the day through normal activities and you need to take in a certain amount each day to replace what is lost, etc., etc. [Dehydration occurs when you take in less water than you lose, creating an imbalance.] However, many people are not aware of just how much even a little dehydration can reduce your effectiveness.

We all know that being thirsty is a sign of dehydration but did you know that even mild to moderate levels of dehydration can result in headaches, sleepiness, physical weakness, or dizziness? Higher levels of dehydration can become dangerous: irritability and confusion, low blood pressure, fever, and even loss of consciousness (Sources: Mayo Clinic and Medicine Net). Since we need to remain healthy and productive while managing an event, hydration is a key component that we cannot ignore.

Of course, you’d never let yourself become so dehydrated that you lose consciousness, right? You’d recognize it right away and drink more water, right? Maybe – but are you even aware of the symptoms and that dehydration is the reason you feel “off”? It is surprisingly easy to reach high levels of dehydration without realizing it – especially at a conference, and especially if you are the one “in charge” of the event. Why is that? I chalk it up to self-perception.

When I am onsite and the Lead for a conference, I become focused on all of the myriad details that need to me monitored to ensure a smooth-flowing event. The more details that need monitoring, the more focused I become on the needs of the event – sometimes to the point of forgetting my own needs (like eating and drinking). My focus (something needed, by the way) can get in the way of my ability to self-perceive my own condition. And this is not just something that I face. I have heard from other planners who have had similar experiences – and seen it occur in others as well.

Even attendees can suffer from dehydration. Have you ever been so busy that you “forgot” to eat lunch? (Be honest!) Conferences can be very busy affairs for the attendees as well as for the organizers. Packed event schedules can make even the most dedicated hydrator forget to drink up sometimes.

So, given that even low levels of dehydration can have negative effects on you, your work, and your moods, what can you do to combat dehydration at a conference (or anywhere for that matter)? Here are just a few ideas…

1. Set an alarm on your watch or phone to remind you to drink (and eat!) something. It does not have to be a lot – just enough to make sure that you are staying hydrated (or fed).

2. If you are onsite with other staff who work with you, remind each other periodically to get something to drink and/or something to eat. You may not realize you need it until someone says something to you. This is a technique my office uses with great success while onsite at meetings.

3. Keep a water station at your registration desk, in your onsite office, or wherever you will regularly see it. Having water in sight serves as a subtle reminder to regularly drink up.

4. If you are able, carry a water bottle with you as you make your rounds of the event, checking details, checking in with vendors, etc. Like having a water station in view, having a bottle of water with you can be a good reminder to stay hydrated. I know many planners who use this technique.

Don’t limit yourself to just these suggestions; find other ways to remind yourself to drink regularly throughout the day. Find what works for you – there is no one “right” way…

One final word of advice: don’t rely on just one method to remind you to stay hydrated. A single technique might fail. You could lose your water bottle (setting it down, then forgetting where you put it – or even that you had it) or miss/ignore your alarm. People can forget to remind you. But, if you have multiple reminders in place, the chances are much better that you will remember to drink plenty of water – and avoid any of the nasty effects of dehydration.

~ Karl Baur, CMP • Project Director, RDL enterprises

ADA Accessibility & Site Selection

Americans with Disabilities Act has provided guidelines that came into existence under President Bush in July 1990. This important legislation was put in place to extend civil rights protection to people with disabilities.

Evidence of this legislation is everywhere we go: Federal, State & public buildings, medical care facilities, libraries, and public transportation has been modified to accommodate people with disabilities. Curbs have been lowered at corners for easy access to street crossings, ramps have been added to older facilities & to new facilities to allow easy access to buildings where stairs are the main entrance. Railings have been added to buildings and other public places for easy and safe accessibility. Elevators have been added in old buildings, in attempts to bring them up to code for easy access. Public transportation has added ramps and lifts to their vehicles for access and to transport wheelchairs and walkers along with their users from place to place. Parks have added paved or wooden paths for easy access. In fact, if you just look around you – easy public access is everywhere in our daily lives.

As meeting, conference & event planners ~ we at RDL are always thinking about easy access for all attendees to our venues. In choosing an event, special consideration is given to how easily the space is accessible to all attendees. If someone is in a wheel chair, on a walker or using a cane, can they easily get to each room of the venue?

RDL always keeps in mind ~ how accessible are the restrooms and the elevators. How far way are the meeting rooms from the general plenary sessions? Can an attendee in a wheelchair or on a walker or using a cane easily get from room to room in the time allotted for transition from one event to the next? Are the restrooms easily located and accessible? Are the stalls equipped with doors that open out and does the restroom have an area large enough for a wheelchair or walker to easily get in and out?

There are many things to think about when choosing a venue ~ try walking the property through the eyes of someone is a wheel chair, on a walker or using a cane. See how long it takes to get from one area to another in a limited amount of time. Also keep in mind locations and access to various levels, elevators, restrooms, restaurants, public transportation and other public areas.

Finding the right venue in older cities where construction is very old is a huge challenge. Special attention needs to be devoted to easy public access for all. It is important to keep in mind that no one wants to enter an event through a service elevator in the kitchen or through an alley.

For more information ~ here is a link to many more
http://www.access-board.gov/adaag/checklist/a16.html

~ Cyndy Hutchinson • Executive Director, RDL enterprises

A real paperless meeting

In today’s meeting environment we are all looking for ways to be digital friendly. Do we use Facebook, Twitter, LinkedIn, or do we look for ways to really use our electronic resources? I have been researching the use of smart phones and tablets by attendees as they prepare to attend an event and while they are on-site...

In my research, I have found applications that can be customized by the planner and allows the attendee to log in and gets all the most up to date information about the event. It can include:

Customized logos
Conference Agenda
Speakers
Map of the meeting site
Exhibitors
Map of the exhibit hall
Special Events
Evaluations
Links to social marketing for the event
Last minute changes to the program

Some events are using Bar Code or QR Code Readers that allows planners to embed a barcode with the confirmation information and email it to the attendee. The attendee can print the confirmation with the barcode, or they can scan it directly from their smart phone. They just needed to scan the code on a Barcode or QR Reader and they get a nametag printed. If the attendee has not registered, they can do so on site and get a bar code generated at that time. The QR Reader could also be used as a sign in for attendees registered for continuing education or special events.
This gives the planner immediate feedback as to who is actually in attendance.

The possibilities are limitless and we have only to challenge our creative minds to find ways to move into the paperless meeting environment.

~ Linda Begbie • Executive Director, RDL enterprises

Exhibiting in a Tradeshow – A first-timer’s view

Earlier this month, I had the opportunity to participate in a small tradeshow as an exhibitor. Given that I am usually either attending the tradeshow as a participant or am part of the team organizing the event, being on the exhibitor side was quite interesting. Although many aspects of the experience were not unexpected, I did come away with a new respect for what exhibitors go through on a regular basis.

Setup time for my table was scheduled well in advance of the event start time – but that is nothing new for me. When I am onsite for a conference, I am always there long before the first scheduled activity (including exhibit setup!). Being a first-timer, though, I was paranoid about missing any of the scheduled exhibit hours, so I made sure I was back at my table well before any attendees would be able to come by. I didn’t want to miss anyone!

The evening reception was nice, though I was too busy manning my table to really enjoy the food much, and I saw enough traffic to feel like it was a good use of my time. What I found most interesting was that not all of the exhibitors had arrived and set up yet. Given that the reception represented the single largest block of exhibit time, I was a little surprised that more exhibitors were not present. However, I suspect that they believed that they would get enough exposure throughout the next day’s schedule.

The next day was a full schedule, too. Again, I am used to long hours onsite during a conference, so the early start and length of the day did not concern me. By the time the day’s first session began, all but one of the exhibitors had arrived and set up (I found out later that the one exhibitor missing had car trouble on the way, which is why they were not there). Flow throughout the day was steady, if slow. Traffic picked up a bit during the regular breaks for exhibit viewing and networking but I was amazed how many people skipped sessions to wander through the exhibit hall. As an attendee, I can’t think of a time when I have done that, though I suspect that I would if I was already familiar with the material being presented… The end result was that I did not get to go to many sessions myself – which was OK since I had heard most of the session content at similar previous events.

Was it worthwhile? I don’t know yet; time will tell. I did not feel that it was a waste of time, though. I got several good leads on potential business (I think) and, knowing that the planning cycle can take quite some time before an agency decides to do an event and hire it out, I do not expect to receive any RFPs from these contacts right away. But, if I can build good connections with them, the potential for work is there.

Would I do it again? Yes. (In fact, RDL will be exhibiting for the first time at CalSAE’s Seasonal Spectacular in Sacramento on December 7th – stop by and say “hi” to our owners: Linda and Cyndy!) Having done this once, I feel that we can only get better at our outreach and marketing by adding exhibiting to our efforts.

~ Karl Baur, CMP • Project Director, RDL enterprises

Autumn’s Song

Autumn has graced her presence on most parts of North America. I’m always amazed at how the seasonal equinoxes and solstices take time to peal back their natural layers. There is rhythm and harmony to nature’s slow process as she takes time to unravel her seasonal song. She sings through the wind, “I am seductive and mysterious and I’ll arrive when ready.” September 20th is the first day of fall. It’s early November and certainly feels like fall more than any other day, previous. Trees shed warm, comforting colors of yellow, red, brown, and orange. The dusty, colorful leaves sway throughout the sky. Autumn’s sound is loud and bustling. Her presence is fierce stating, “I have arrived. Pay attention. Transformation is taking place.”

Autumn is a time of nostalgia and letting go. It’s a turning point. Ana Forrest writes, “As children of the earth, it’s easier for us to make changes if we work consciously with the earth’s changes.” It’s about balance. Nature is cycling, harvesting, and decomposing into the earth. It is a transformational process of give and take, clearing and renewal. Naturally our bodies connect to this quintessential time of year, wanting to remove old behavior patterns and break off dried up beliefs that no longer serve a purpose. Earth eases us to slow down, transform, and nurture each other and ourselves. It’s a time for gratitude, praise, and thanksgiving. During this season of harvest ask what needs self-reflection, release, or both? What are you doing in your life now to connect to the planet, to each other?

During this time of year, as business slows down, we here at RDL reflect on the past year and consider the road ahead. I urge each of us to get grounded and connect to the season of change. Take inquiry of our surroundings and to nature’s beautiful rhythm. This is an exciting time of year. Be grateful for everything! Today I am grateful for breath, creativity, and friendship. Bring attention to whatever it is that brightens your spirit and makes your heart sing. Get curious. I challenge you to do something everyday in November that ignites your spirit, connects to your body, and deepens your breath to finding your authentic self - your spirit.

Aho!

Walk in beauty,

~ Tess Conrad • Event Planner, RDL enterprises

Note: Ana Forrest is the author of Fierce Medicine and creatrix of Forrest Yoga.

How Food Can Impact Your Meeting’s Success

When planning menus for their meetings, most meeting planners focus on what sounds good to serve and fits within their budget (I am usually one of them, too). Rarely do they put much thought into how what they choose to serve can impact the success of the meeting. However, what meals you choose to provide to your attendees has the potential to affect their ability to learn as much as the lighting levels, type of room seating, and the room temperature. The good news is – you don’t have to be a nutritionist (or even play one on TV) to make better choices in your menu selections. So how does a planner take all of the diverse factors into account (budget, dietary restrictions, service time, etc.) and still support the learning goals of an event?

The old adage, you are what you eat, is quite relevant here. Studies have backed up what people have long believed: what you eat affects your moods. And, in a meetings setting, your mood can affect how well you learn and process information and how you interact with your fellow participants.

We’re all familiar with the post-Thanksgiving Feast lethargy, yes? You eat a huge meal, then want to spend the rest of the day on the couch watching football (or otherwise being lazy)… We want to avoid a similar response after lunch at a conference because that “tryptophan high”, while feeling good, also impedes your ability to receive and process information. So what’s the solution? Reasonably sized meal portions can help make sure that your attendees are not dozing the afternoon away when you want them engaged and learning. Fortunately, most chefs already provide reasonably sized meals (for plated meals) so you don’t need to worry about this one too often. Do keep it in mind, though, as it can be a factor after buffet lunches.

Providing balanced meals are also important because the body requires a variety of nutrients to function properly. If you are missing key nutrients in what you eat, then your body is forced to draw from its own reserves to fill in those gaps. Why does that matter? Well, the brain cannot store food energy as the rest of the body can. This means that, if it needs a particular nutrient, the brain will need to “steal” it from another part of the body. Depending on the nutrient needed, we may feel hungry, depressed, tense, irritable, etc. as the brain sends out signals to the rest of the body with its needs. All of these moods affect your ability to function effectively and, with the “negative” moods, can make it impossible to participate fully in a meeting or conference. As with meal sizes, your catering chef will help you with this as they create meals for you. You might have noticed that plated entrees always include a protein (usually meat), a starch (rice, potatoes, or pasta), and vegetables. This “triangle of food” is a basic, roughly balanced meal. While you don’t have to worry about providing every nutrient the body needs in each meal, the more variety you include, the better the results can be.

Let’s talk dessert. We have addressed desserts before (here and here) but, in this case, we’re more concerned about what happens with your attendees when you serve dessert. First off, it usually means they are eating a larger meal than they otherwise might since most people do not eat dessert after lunch every day. We’ve increased the meal size, which increases the chance they will become lethargic afterwards. Secondly, the sugars in most desserts are, in many ways, junk. Yes, your body “needs” sugar; it makes you feel good and provides an energy boost. However, that boost from desserts is short-lived and the good feelings drop off just as quickly. When combined with a large meal, this can make your attendees very sleepy just when they need to be most alert. Candy and soft drinks, often served at breaks, can also cause spikes in energy as they provide short, quick boost to blood sugar, then fall below normal levels before stabilizing. This is not to say that you need to remove all sugary foods from your menus – just be aware of what affect they can have on your attendees. This is one factor that you have a lot of control over in menu planning.

So, from a meeting planner’s standpoint, three things to focus on when providing meals that can affect productivity after a meal are meal size, meal composition (balance), and sugar content. So why not look further into the chemistry of the mood-food relationship? Well, for one, there is too much info out there to easily sum up here (especially since I am not a nutritionist) and, for two, there is another factor in this that cannot be easily addressed here: the attendee. Every person responds to food differently. Yes, there are general responses and long-term health effects that are true across the board, but those are less true when applied to specific individuals. One person may be greatly affected by caffeine, for example, while another could drink a pot of coffee right before bed and have no ill effects. And, those with dietary restrictions or allergies, such as lactose intolerance or nut allergies, may respond very differently to the same meals as those without the same conditions. The examples could go on forever – but the point is that a general awareness of how meals can affect your meeting participants will go a long way in making sure that you don’t sabotage your own event by providing meals that undermine your goals.

~ Karl Baur, CMP • Project Director, RDL enterprises

The APEX Initiative

What is APEX? Well, the dictionary defines apex as “the highest point”, which is appropriate for the Initiative but doesn’t really tell us anything about it. APEX, as an acronym, stands for the Accepted Practices Exchange and is an initiative spearheaded by the Convention Industry Council (CIC) to improve the performance of those in the meetings industry. It is meant to take us to "the highest point" of event planning.

For more information about the Initiative or the CIC, please use this link.

OK, so you have the link – but why should you go there? Here are just a few reasons why I keep their site bookmarked on my computer…

1. The APEX Initiative offers sample forms and tools that can be downloaded as PDFs or as Word documents. These can be very useful if you are new to meeting planning but can also help a more experienced planner to bring their own documents in line with industry standards (if they’re not already).

2. The Glossary. This is my favorite part of the web site – and not just because I’m a word geek. If you are a regular reader of RDL Talks!, you’ll know that there are a lot of terms and acronyms that we have to know and deal with in the course of planning meetings. However, even the most seasoned planner will occasionally come across a term that he or she does not know. I turn to the APEX glossary for the answer when I am unfamiliar with a term.

3. As a Certified Meeting Planner (CMP), I also have access to member-specific sections of the web site (not all of which require certification to access). Though I don’t use this section often, it is the section I direct folks to if they are interested in earning their CMP designation.

~ Karl Baur, CMP • Project Director, RDL enterprises

Building a Reception

Many factors – almost too many to mention – go into creating a successful reception for your event’s participants but there are some key ones to keep in mind. Let’s take a quick look at some of the main factors you need to address in order to set the stage for a successful reception.

Define your goals for the event
Consider this to be your “big picture” starting point – what do you want to accomplish with the reception? Your goals for the event will help create the framework around which everything else will be built. And, they will help you answer questions that will come up along the way. The timing of the event, menu choices, themes, and entertainment options, as well as many other details should all work together in support of the goals for your reception. Even a goal of “we just want to have fun” will help define the event and guide you through the planning process.

Estimate the number of guests
You need know how many people are expected to attend – for planning purposes if nothing else. Is every attendee invited, or only a select few? While this does not replace RSVPs for creating your BEO guarantees, it will give you an idea of the size of event you wish to hold. That information will be of great importance to you during the site selection phase of planning.

When and where will your reception be held – and for how long?
Yes, we all know that receptions are typically held in the evening, but will it take place before or after dinner? Or will it replace dinner? As I discussed in this post, the timing and duration of a reception will affect how much people will eat. Before dinner, people will eat more (if dinner is provided). If you intend for the reception to replace dinner, you had better be prepared with more substantial food options and plenty of it! As for the where, it is generally preferable to host a reception near to where dinner will be served so guests can easily flow from one right into the other. If dinner is not served, you have more options available to you. One more note here: a reception held immediately following a general session will draw more people than one held later in the evening with a break in between sessions and the reception. A late-night reception will typically draw even fewer as many may decide that sleep is more attractive than your event. Of course, there are exceptions to every rule and you need to keep the habits of your attendees in mind when planning when and where your event will be held.

Will there be entertainment or a program during the reception?
The presence or absence of an agenda for a reception can make a huge difference in where you hold the event and what kind of equipment you will need for it. A speaker of any kind, even if only for announcements, will need a microphone at minimum. A band or other performing group will have their own AV needs as well that you will need to take into account. Furthermore, including a program of events with a speaker requires people to stop mingling in order to hear the presentation. Similarly, an entertainer will also draw people away from other activities that may be happening at the reception. Not that these are bad things, mind you – they are just items of note to keep in mind as you are selecting the venue and planning the reception.

Choosing the menu!
Once you have the basics out of the way (who, what, where, when, and why), you can sit down to start planning your menus. This is the part that most people like the most and who can blame them? Food is very personal to people and the right choice of menu items can make a statement that is as important as any other aspect of your event. I won’t even attempt to tell you what you should serve, though, as those selections should be tailored as much as possible to the likes and wants of your group and, as I have said many times before, knowing your group is the key to a great event. One group may prefer sushi, while another wants mini corn dogs and sliders. The only right choice is the one your guests will enjoy.

Modifying reception service
OK – this one isn’t really a factor you need to nail down before building your reception. In fact, it is usually done late in the process as you try to get more bang out of your buck. However, knowing what service options exist before you start can be helpful to know as you make other decisions along the way. So, here are a few more posts with additional information for you (if you’re interested): Limiting Menu Options, Open Bars, Ordering Items on Consumption, and Food Distribution and Service Options.

There is one more “factor” that needs mentioning here: the guests. Unfortunately, you can’t really control whether or not they have a good time. Nor can you control whether or not they attend or if they go along with the program as you envisioned it. However, their participation is crucial to making your reception a success. So doing your best to present them with an event that they want to attend and will rave about for years afterwards will go a long way to making your receptions a success for you and for them.

As you can see, there is much that goes into building a successful reception – and this is just the tip of the iceberg! There are two final keys I’d like to leave you with: 1) think ahead – answer as many questions about your event as you can before you begin the actual “building of your reception – and 2) work closely with your partners, be they the hotel, outside caterers, AV companies, or your speakers and entertainers, to make sure that everyone’s issues are addressed as early as possible in the process. Using these keys should help you get off to a great start in producing a successful reception and will make dealing with any changes down the road easier to manage.

Good Luck!

~ Karl Baur, CMP • Project Director, RDL enterprises

Placing Images as In-Line Text

Last year, I wrote an article about placing images directly on a page using the InDesign program. Now, I would like to explain placing images as in-line text. This is especially helpful if you have many images within a document and want your images to stay in place with certain text. That way you don’t have to keep moving images around if you are adding or taking information out of your document.

Placing an Image as In-Line text:
To place an image as in line text, you first need to make sure that you know where on your computer the original file is stored. Make sure to give the file a name that allows you to easily distinguish what it is.

Next, make sure that you have selected your type tool from the tool palette.

Place & click your cursor on the page where you want the image to be placed.

Now select File > Place (Keyboard Shortcut: Command +D)

A dialogue box will pop up and you will then need to locate the file on your computer.

After selecting the file you wish to place, click Place in the dialogue box.

The image will then appear. You can use your selection (arrow) tool to move the image up or down within the text. If you highlight the image using your type tool, you can change the alignment in the control palette like you would with type. In some cases the image will be the wrong size, you will then need to resize the image.

To Resize an Image
First, select the image with your selection (arrow) tool.

Next, hold down the shift key and click any corner or the image to either increase or decrease the image size. (Holding the shift key while resizing is important because it constrains the image.)

Be sure to release the mouse before releasing shift.

Now depending on whether you made your image smaller or larger, you will either see some extra white space in your image box or it will look like your image is cut off. This is an easy fix.

Make sure you have your image selected with your selection tool and then select Object > Fitting > Fit Content Proportionally (KS: Shift + Option + Command +E).


Using Text Wrap
In some cases your image my be very close to or overlap text on another line. To fix this, you will need to select the image using your selection (arrow) tool .

Next, you will need to open the text wrap palette, select Window > Text Wrap. The Text Wrap palette will pop up on your screen. with your image still selected, click the second icon in the Text Wrap box.

When you scroll over this it should say “Wrap around bounding box” (This is the option that you will typically select). You can change the offset for each side of the image in the Text Wrap Bounding box as well, by typing the measurements in or using the up and down arrows .

~ Carmen Zorick • Graphic Designer, RDL enterprises

Adult Learning Styles in the Context of Meetings and Conferences

While this is not something that many meeting planners need to worry too much about, it is nonetheless an important piece of what we do. After all, one of the reasons people attend meetings is to learn something. In this post, I’d like to take a quick look at adult learning and what that means for training sessions.

There are, essentially, three styles of learning (for adults or children): Visual, Auditory, and Kinesthetic. Visual and Auditory learning styles are somewhat self-explanatory. These are learners who prefer to assimilate new information either with their eyes or their ears – they want to see or hear the material – and will process information best when it is presented in those formats. Kinesthetic learning is movement based. People who learn this way do best when they can physically interact with the information somehow, such as through discussion or exercises. Sometimes, a fourth style is included: Environmental. Environmental learners do best when they are in comfortable surroundings. How you present material to them is less important that the environment around them when receiving that information.

When I am asked to do a training, I try to make sure that I have, in addition to my lecture (for the auditory learners), handouts or a PowerPoint presentation of some kind (for the visual learners) and, when possible, samples of what is being discussed (for the kinesthetic learners). The environmental learners are harder to accommodate since they may not even be aware themselves of what factors they need to best learn. So I try to make sure that the space in which the training is happening is as comfortable as I can make it – which is tough to do when you may only have folding chairs and limited control of the room’s temperature…

Another piece in all of this that is often overlooked has to do with the differences between adults and children in how they approach learning. Adults typically have substantial experience that they bring with them. That experience shapes how they approach the material. Although they often come to a meeting or training with beliefs and attitudes already set, they can be a great resource for a trainer to tap into. This diversity of experience also allows adult learners to help each other – and not simply rely on the trainer to make it all make sense to them.

Adults also tend to be more outcome-oriented than children. Adults want the training to relate to and address their needs – whether those needs are personal or professional. They also want to see results quicker than children, who are often happy enough to accept the teacher’s word that the information will be useful later.

All of this means, as a trainer, you need to be more flexible in your teaching methods than you might think. Adults come to learning situations with so much more than children – more experience, more beliefs, more tools to learn with, more expectations – and a good trainer will be able to incorporate many of these things into their classes, making the experience more productive for all of the students. They need to be able to find different ways to present the same material since one size most certainly doesn’t fit all when it comes to adult learners. Having said that, keep in mind that everyone is capable of learning using each style. What we’re talking about here are preferences, so if the material is not suited to one style, you don’t have to force it. Prepare for as many styles as you can and be ready to use the knowledge base that your students already have. Your trainings will be more successful the more you can tailor them to the needs of the participants.

At any given conference, you will find each learning style represented. See if you can distinguish what people’s preferred learning styles are by how they approach the sessions, what they say and do, and what they take away. If you can figure out what styles your attendees have, you can help your speakers, presenters, and trainers do a better job of reaching them with the information they have come to the meeting to get.

~ Karl Baur, CMP • Project Director, RDL enterprises