I’m very lucky to have a good friend who’s a designer - someone who knows me and my company well.  This saved me the tiresome task of finding and briefing a new designer.  Having been through that process in the past I would say it’s crucial to find a company that really understands your brand and what it means to you.  You don’t want to choose someone who will try to impose their ideas on you or just go for the latest fashion.  Brands should be enduring and not changed without considerable reason - something that is in fashion now may look dated very quickly.  

Before I met up with my designer I wrote down a list of reasons for changing the brand along side a list of feelings that I wanted the brand to convey.  I also sat down and itemised all the marketing areas that would need changing. It’s amazing how far reaching your logo is - it’s not just your website, letterhead and business card.  Updating your brand is a bit like redecorating - once you start, it snowballs and soon you find that you’ve painted the whole house.  Hence, changing the brand means I need to redesign business cards, website, social media sites, banner stands, promotional material etc etc. Hence you can take the chance to update all your branding and remove any annoying, inflexible or ineffective areas.  

It is important to uncover who your brand is aimed at, what feelings you want them to have about your brand, how you want to use your logo (ie colour or black and white, embroidery, print, pdf) and how you want to engage with your audience.  There is much that you won’t be able to get across in an initial brief so work closely with your designer and make sure you’ve budgeted for time to make amendments.  Don’t be embarrassed to update your brief or to say that what you’ve been given doesn’t fit your needs.  This is something you have to live with - the designer can walk away and just pat themselves on the back for creating a stunning image but you’ll be working with it for many years to come.

I’ve been reviewing my marketing plan recently and realise that nearly all my marketing tactics involve social media.  It really did surprise me as I hadn’t realise that I’d become so involved in it.  I also took stock of the fact that there is so much I have to learn.  I’m a big fan of continued learning - I love listening to podcasts and audio books.  Even the most insignificant podcast on marketing can give you one nugget to work on and develop your business.

However, I now have a backlog of social media to learn.  I’m looking forward to it but am not sure how to balance my time.  After all, this is for the long haul - for the future and has to be done but equally it’s not bringing me immediate reward so how do I justify the time it takes?  One colleague suggested allocating one day a week to immerse myself in each topic and get on top of it.  Another suggests breaking down each working day and spending an hour a day on the topic.  I’ll try both over the next few weeks and see which works best for me.

In the meantime, my list of topics is growing and I’m looking online for webinars, You Tube clips, support documents and general discussions.  By giving myself a variety of information formats I’m sure I’ll pick up enough tips to get going and develop a good Social Media strategy.  So, if you’ve got any good sites/info on the following do let me know.  My primary subjects, for now are:

Google+: everyone is saying you have to be there and the segmentation is really useful but I’ve not seen any evidence of it’s growth and impact.

Pinterest: I’ve got my account and can see how this can be useful to event discussions but I need to spend some time working in and around it to really get going.

Hootsuite: As above, I’ve got my account and done the basic set up but I really need to set up a Twitter feed schedule and learn how to make the most of this great looking tool.

Mailchimp:  the time for Newsletters has come, I have the database I have some interesting content but I need to get them merged with Mailchimp. 

Wordpress:  I’m fascinated by this.  I use it for my personal and business blogs but would like to become more of a power user so I can make the sites more personalised.

Lots to learn about - I’m looking forward to it. Now where is that Time-turner...

Two things that I do regularly get bad press - networking and exhibiting.  People complain about them both, saying that they’re a waste of time, they can be expensive and not worth the effort.  I agree - they can be.  If you go into them with a negative attitude it’s self-fulfilling.

Let’s take networking.  You’re basically walking into a room full of people, many of whom you don’t know, some of whom you really wouldn’t want to know and some who frankly look a little scary. What’s the point?  No, really, what’s the point?  What did you plan to do at the meeting?  If you say that you just like a chat over coffee I’m really disappointed.  If you say you want immediate sales I’m still disappointed.  I know, I’m hard to please but networking is expensive as it takes key people out of the business for hours at a time so you need to have a plan.  Spending time looking in on your job or your business is useful but networking may not be the best place to do that.  So what do you want?  Make a list of what you expect to achieve and set out to realise those objectives.  Don’t forget that a really important aspect of networking is to build relationships for future objectives - you never know who might know someone who can help you in the future.

What happens if you now remove references to networking and replace them with exhibiting.  I think they’re similar - exhibitions can be big, scary and expensive.  If you go to an exhibition without a plan it’s just a waste of time and money.  I often think that people spend less time looking at exhibiting in it’s entirety than they do with other marketing mediums. Would you send out a press release on plain paper or with typos?  Would you place an ad and not think about what your message is and how best to get it over?  So many people seem to exhibit without those basic considerations.  They  use paper posters stuck on a wall at the last minute with old Blutak. They have a meeting area which is covered with equipment and trailing cables.  Why do it?  What does it say about your brand and the way you care about your company?

Two really important questions to ask yourself before you network or exhibit:

What do I want to get out of this activity?

How do I make this activity fit into my marketing plan?

Any experienced event professional will have a magic box of goodies to pull out for any situation. Maybe I was a magpie in a previous life but I never like to be short of a piece of stationery or a tool.  This can get a bit ridiculous as my stationery boxes got larger and larger as I virtually included the kitchen sink.  Actually that was a dream I had.  I always wanted a virtual kitchen with me -something which had a kettle, tea/coffee, small fridge and all the stationery/tools I could ever need.  However, with the airlines charging so much for luggage I have to be careful what I take. So the mobile printer is out, as is the bundle of USB, Firewire, Ethernet and other cables and PSUs.

Each venue is different on what you can do, what you can attach to the walls but this list should get you started.

Pre-Event

• • Basic toolkit or at the least a Multi-tool with knife, screwdrivers etc.
• • Knife/scissors
• • Blutak and/or removable tape
• • Cycling gloves (handy for keeping your hands protected whilst moving boxes)
• • Sticky stuff remover
• • Clear Nail Polish (great for emergency mends on tights or worktops!)
• • Glass cleaner & cloth
• • Furrniture cleaner & cloth

• At the Event
• • Pens
• • Pencils
• • Sticky notes
• • Letterhead & Logos (soft copy is fine)
• • Sellotape
• • Stapler
• • Spare staples
• • Notebook (for clipping business cards to)
• • Sharpies (for marking up bottles of water/cups and of course for packing up)
• • Ruler
• • Handwipes (good for hands but also good on leather furniture)
• • Headache tablets (do not hand these out to staff as you could break the law)
• • Tissues
• • Mints (let’s keep that breathe fresh)
• 
  
• Post-event
• • Tape and tape gun for packing up
• • Pre-printed labels with your return address and space for box numbers (1 of x)

Technology is moving so fast nowadays it's interesting to see how it impacts on the way you deal with your trade show leads. You do deal with your trades how leads don't you? A few companies I've known simply put them in a drawer or leave them as a single excel spreadsheet with NO actions.  OK, so leads may not be your primary objective for attending but surely you recognise that they could still be a gold mine.  Add these to your CRM system and you begin to build a better a picture of your clients from interest to purchase, and you are able to contact them with suitable offers in the future.

Bar Code Scanners

So do you invest in a bar code scanner at the trade show?  On the positive side, they allow you to do a quick scan to get key data which can be beneficial when you're overloaded with visitors or when you simply want to log everyone in and out of a theatre or demo session.  On the downside they're not cheap, and you’re reliant on the visitor entering correct data. How many times have you opened up the database to find a batch of half filled information and a tick in the box saying - do not contact.? 

Most standard exhibition lead scanning systems aren’t tailored to your needs.  Some will allow a simple adjustment to log answers to a few questions but they're not ideal.  How many times have you been to a tradeshow where you have to wait whilst the staff repeatedly try to scan and edit your data?  It’s not the best way to build a rapport with your visitors.

So could you develop your own system?  I've worked with companies who have had proprietary systems developed - these allowed immediate synchronization with their own CRM system and of course, personalised and specific questions.  A great solution but it’s not a cheap option for everyone.  With so many CRM systems in the Cloud  nowadays I’m sure there are solutions out there to allow you to use your iPad or iPhone to import directly.  Any system has to be quick and allow good sales staff to hone in on the key data they need and record this seamlessly.  I’m not sure we’re there yet.  Pen and Paper/Business Cards still have their role.

Quality vs Quantity

You do also have to think about how much time you want your sales staff entering leads.  Are you after quality leads or just a quantity of new contacts to deal with later?  Tradeshows are a big investment so it’s up to you to plan your objectives and analyse whether or not your team can divide and conquer - having a couple of people filtering visitors and passing on promising ones to other sales people. 

An alternative is to get bar code scanner data sent back to base each night for review and adding on to the CRM system.  Good office staff can refer back and make sure that immediate follow up is sent out.

Inbound Marketing

A more promising solution for new leads/contacts is to get them to log onto your website and enter their own data.  You may have to develop your Social Media systems around this but with a dedicated landing page on your website with an unrepeatable offer you could have a QR code on your stand literature or even the stand itself.  This way you’re starting a relationship and not just gathering data.

There are many solutions but as long as you have a plan which you follow through, exhibitions are a goldmine of contacts.

When you sign up for exhibition space the question always is - how much do you book and where do you book it?  It’s difficult to work out how much space you should book at an exhibition - well, it’s hard if you don’t know what you want to do on that space.  Often my role is to work with clients on the background to their events, as well as the actual planning.  This is where I really feel I can add value.  It’s so easy to book the same amount of space as last year or to just pick a nice looking space. Why waste your money if you don’t need so much or why push your design beyond it’s limits if you book a space too small?

As you often book space a year or more in advance it can be really hard to know what products/services you’ll have online at that time, and more crucially, how you want to demonstrate them.  However, we have to make some decisions so lets start with the basics.

Why are you exhibiting?

Are you there to promote your brand, to meet new clients/dealers or to sign deals and sell product off the stand?Each element requires a very different presence, and so a different space.  I urge you not to book space just to look good  - it’s easy to sign up for more space and create a very open, airy booth but is it really worth it?  Could you spend your marketing money better if you had a smaller space and had sponsorship or a secondary offsite meeting room?

There are so many considerations and each company is different - I’ll try and outline some questions in a future blog but for now, here’s a case study of what my client did at ISE 2012 this year.

ISE 2012

My client had a relatively small space on the show floor so we didn’t have too much flexibility.  They were at the exhibition to meet old and new dealers and distributors - to build relationships and show their latest products.  We all know that trade show floors are not the best places to show off video and audio so we have to compromise but that doesn’t mean we can’t give a good overview of products.

Traditionally, they had several small demonstration areas where sales staff could bring their visitors and explain how the products worked, we also had a table and chairs where we could hold informal (but often planned meetings). Lastly, we had a reception which enabled us to monitor the booth activity, act as a focus for meeting visitors, have a small demo area and track visitor presence.

This year they wanted to try something new to demonstrate their latest product.  This would involve putting a theatre onto the booth - not easy on the space we had.  In fact some designers we discussed this with, said it couldn’t be done. So we had to maximise our space.  To do this we took up much of the stand with an enclosed theatre. We then moved a product rack to an outside wall, allowing us to utilise aisle space effectively (and within regulations).  The reception was positioned to allow us to welcome oncoming visitors but also to manage entrance to the theatre (scanning every badge as they entered) and be a last resort demo station.  We then had a single product demo area and a separate museum case which gave us two more spaces to discuss products.  Lastly, we managed to squeeze in a table and chairs.

The design wasn’t roomy but it was effective, we gave sales people 3 areas to discuss products.  We had space for the development teams to sit informally for their pre-planned meetings and we had an enclosed theatre which demonstrated the latest product.  What’s more - as we had a booth by the aisle and catering concessions we could use their tables and chairs for further meetings when we were overrun.

All in all it worked really well - there were some things we’d change for next year but stands should evolve and we should always review how each aspect worked for sales, marketing and top management.  By adding in this feedback we will know how to amend the design for next year - whatever products we have at the event at that point!

Looking back to last year's blogs on briefing a new stand designer I thought we should look how you choose between them and pick your new partner.

Hopefully by now you’ve had in at least three different stand designs from different companies.  They all look great but how do you judge them and decide who to go with?  Here’s a few thoughts on the way I’d make a decision:

Stand / Brand Interpretation

It’s very easy to look at a stand design and rule it out because your logo has been placed in a way you don’t like.  I agree that it’d be great if any designer could view your website and any branding guidelines you have and be able to interpret them correctly.  However,  designers are designers because they’re good at extrapolating ideas and taking them further than you could.  Hence, I say don’t look at the design as fixed, look at it as a complex set of elements that can showcase what you want and be changed to fit your ideals better.  So look at the designs with an open mind.  View the overall impression, the way the tall elements bring attention to your brand from afar, the way the demonstration requirements have been designed and the way the look and feel of the quality fits your brand.

It’s easy to score points for design but make sure that you’ve given them the right information to start with.

Experience

What experience have you had whilst dealing with the designers?  Were they open to ideas?  Did you speak to the designer directly or were your briefs/opinions interpreted and past on by a sales (sorry, Business Development) Manager? Did their values sync with yours?  If you were able to visit their offices/view their website etc - how does that make you feel?  Do those feelings suit you and your brand?  ie don’t expect a basic pre-packed grated cheese if you are a cheese aficionado and hunt out specialist cheeses.

Response Time

Be honest now - are you a demanding customer?  Do you expect answers immediately and to speak to the manager whenever you want?  We all should expect that level of service so think back to how quickly and in detail you got responses to your questions?  If they can’t be bothered to respond quickly when they’re trying to win your business, how are they going to be when it’s contracted?

Price

Last but not least - price.  Do check the quote in details - what does it include and what is excluded?  How many graphics are shown?  What lighting is included?  Is it sufficient for your needs?  Be very careful here - you may change your mind and need more items afterwards and these could come in very expensive so let’s hope you know what you’re comparing.Can you re-use the stand for less cost next time?  What is the cost of storage?  How easy will it be to change for the next show?

I’ve recently been exploring options for a client who wanted to put his stand design to tender.  This is always a fascinating experience as I usually start from scratch.  I may know a great bunch of stand designers who can quote but are they the right people for this job.  Are they going to provide the right level of service at the right price?  Do I need to look further afield and bring in a fresh pool of talent?

This blog series is going to explain the processes to go through and outline some thoughts on how best to brief the stand designer to get the quote and stand you want.

In my role as freelance event manager I sit in an interesting position.  My priority is the clients needs, but I also maintain relationships with the suppliers so they feel motivated and part of the team.  I manage politics and different cultures - would a European stand builder understand the constraints and issues of an America corporate? Would an American corporate appreciate the creativity of a European stand builder?

My preference is always to pay for quality - of products and of service.   Some clients don’t want this and cost is the number one priority.  I’ve let clients skimp on costs previously and it never works out well in the end.  The direct contact may feel good that they’ve got their budget down but then their bosses come along and are not happy about the way the brand is displayed.  Even in these times where everyone is fighting for new business, you have to pay for quality.

So why would you change designers if you’ve been working with someone for a couple of years?  After all you’ve built up a good relationship with them, you know how to get the best out of the staff on site, they know what the client needs and how they react to new ideas.  Change isn’t always easy but it is usually refreshing and opens up new avenues.

For most clients we put the design out to tender every couple of years, not to annoy the stand designers but to make sure that we’re getting value for money and that we’re not in a design rut. I’m always open and honest with the companies making them aware of the situation so that they know that  it’s not quite an even playing field but that there is still a fair chance that the business can be won.  I then leave it up to the designer to opt into the process. Once they opt in, they’re briefed and their every move is mentally noted to make sure that we’re getting the right level of service from the beginning.

So when should you start your event and which day is best? Over the years I’ve heard many different event managers comment on this, all with gusto and most with experience to back up their decision.  At the end of the day it depends on your audience and your topic - are you aiming for business or consumer and is it something that people want to make time for in their busy days or would they rather team it up with some drinks and make an evening of it?  The questions (as ever) are never ending but here’s some thoughts to help you decide.

- I’ve found that people like Monday mornings to decompress from the weekend and get their thoughts in order for the week.  Hence Monday’s may not get the best attendance.

- Similarly, Fridays are either frantically full of the work that hasn’t yet been finished or is the wind down day.  Catching up on emails and work in the office so you can leave for the weekend with a clean conscience.  

- So let’s aim for Tuesday, Wednesday and Thursday.  Being a pragmatist these may already be booked up for travel and meetings so get your invites out early to book these slots.

Should we now go for morning, afternoon or evening?  

- Evenings are great if you want people to network or be sociable - I concede that some are happy to do this on company time but a lot of people will be focused purely on their job during the day and so evenings, give them the option of a learning/networking opportunity with the possibility of a a free drink or canapé thrown in.

- Afternoons have never been particularly successful for my clients.  The audience fills up the morning with work and then it’s hard to justify/find the time to leave for an event.  Something always seems to come up be it traffic, bad weather, another meeting, a shortened deadline - small things can tip the scales to prevent attendance.  Do you want to risk it?

- Mornings are often the best option as people go into automatic pilot, check their diary and head to the first appointment - your event!  OK, traffic can affect timings but you can plan around that.  The crucial thing is that something else hasn’t managed to squeeze it’s way into the diary that day.

And don’t forget to look up bank holidays, any strike action due, election days, school holidays and annual national holidays ie some European companies effectively shutting down in August. It’s a complex business working out the best time and date to hold your event.  The best advice is to research your potential audience and find out how they plan their week.  Fit that research into knowledge about the local calendar and you should be able to make a rational and effective decision which gives you the best chance to get your audience to attend.

As you might have noticed I’ve  not been writing blogs recently - I took some time off over the summer to sit on a beach and contemplate my navel.  I can heartily recommend it.  I’ve come back to work completely refreshed but with a new burning desire to move onwards and upwards.  I find that I can look at situations afresh and be much more creative about how I’m going to move things forward.

I understand that not every business owner/freelancer can take 3 weeks off work but given the school holidays were upon us and everyone is growing up so quickly I tipped the scales to life and let the work stand still for a while.

• • get fitter.  I’m making time to exercise first thing, following a training programme so that I push myself and don’t just workout at my usual steady level.
• • turn off the Today programme and wake up to some calming music instead (I’m fed up of the negativity of the press)
• • change my home page from BBC news to StumbleUpon (what fantastic inspiration that brings up)
• • turn off my iPod when I’m walking (I seemed to fill my every moment with news and noise and had no time to let my brain run free)
• • set up goals for each of my business ideas and prioritise which ones I’d handle first.
• • print out a weekly planner and divide each week up into the different projects/roles and make sure that I focus solely on that project that day.
• • go to a quiet place once a fortnight and consider the monthly plan and how I’m moving the business forward.

So it’s all about priorities, contemplation and focus...I’ll keep you updated on how I get on but right now it feels really positive and I really don’t think I’d have got here without taking time out for myself and my family.