Dive In!: Events, Conventions & More...

Events; New Trends, New Technologies, the Future…

2011-08-23T13:42:00.000-07:00

Since the creation of this blog we have posted different areas of the event planning industry that affect events; from trends to how to acquire the money for the creation of a new event planning company. But, what’s next? Are events going to survive the economic depression? Are there any new ideas? New trends?

Gladly, I can say that the event planning industry is a thriving one worldwide. It is considered a billion dollar industry, with a stable spot within the entertainment industry. However, like everything else new trends, topics and ideas are being established in order to appeal to a more technologically and modern audiences.

One of the most modern and popular trend are Green events. Previously, we explored how trade-shows and conventions are incorporating the green trend in order to be more environmentally conscious regarding their displays and presentations. Another green trend that has emerged is green catering. Caterers have boosted their revenues with eco-friendly practices. Not only are they helping the environment but also they are appealing to a green customer with the desire of having an environmentally friendly event.

According to the article, Green Grows the Greenbacks: Some caterers Boost Revenue with Eco-Friendly Practices, on the magazine Special Events, reported that

“Though the green practices themselves—such as cutting energy use and trash-hauling costs—tend to be revenue-neutral, Cuccaro says, the big payoff comes from green-minded clients. "We definitely pick up more business as a result" of green practices, he says.”

This is a very good service event planners can suggest their clients who are on board with green events. Not only are helping the environment but we are creating conscious events that are modern and appealing to new modern clients. New trends are always emerging is up to event planners to be constantly researching new ways and techniques to create one-of-a kind events that are appealing to the always changing entertainment industry.

As a recent college graduate I have learn the importance of research and thinking outside of the box. It is important to understand the industry, know what and how things are being done. This is the only way to make yourself stand out from the competition, in addition this way you or your company will always have a competitive edge. Learning about all the different components that make a successful event has definitely given me an advantage over those already established companies that have stayed behind.

Resources:
- http://specialevents.com/green_events/some-caterers-boost-revenu-with-eco-friendly-practices/

Investors Wanted for New Business Opportunities.

2011-08-14T13:20:00.000-07:00

As we all know the business industry is currently undergoing a global crisis. However, investors and other investing organizations are willing to fund potential ideas. Amazingly, there are numerous ways of acquiring funding for a new venture or for expanding already successful businesses. Sometimes funding will come from the most unexpected places; all you have to do is do the correct research.

For the last couple of posts we have established the importance of having and/or creating a business plan. We have also stated that one of the most important areas of the business plan is the financials. Now, after completing your business plan your next step is to begin looking for investors.

After doing some research myself, I have stumble upon some organizations that have very successful financing opportunities. The National Committee Investment Fund (NCIF) is one of these organizations. The National Community Investment Fund is a non-profit, private equity trust that invests in banks, thrifts and credit unions that generate both financial and social returns. To be considered a CDBI, an institution must focus a substantial part of its business on low- to moderate-income people or communities.

“NCIF invests in CDBIs that display both strong financial and social performance. To determine if an institution meets these criteria, NCIF evaluates the institution using a Development Impact analysis as well as an internal CAMEL analysis. In addition, the institution must also provide a planned exit strategy.”

The CAMEL analysis is explained in detail on the diagram to the left. If you meet NCIF’s qualifications make sure you look for more information on the requirements and the steps to take in order to be funded by the NCIF. For more information on the national Committee Investment Fund you can click here.

Another help for small businesses, especially Micro-businesses is the AEO, Association for EnterpriseOpportunity. AEO is a national membership organization and voice of microenterprise development in the United States. AEO's management team is focused on working with our members and partners to pilot new initiatives. One of the new initiatives is the Catalyst Initiative;

“If one in three microbusinesses in the United States hired an additional employee, the US would be at full employment. If this possibility is to become a reality, the economy must continue to show signs of a rebound so that confidence recovers, demand grows, and companies can bounce back. At the same time, there is an urgent need to reduce costs to reach micro-businesses and to invest in the capacity of the non-profits that are uniquely positioned to meet needs of LMI business owners.”

This initiative can also be applied for non-profit organizations. Other initiatives include “green” companies and minority audiences. If you think you can apply for this or any other initiative or for more information on AEO funding feel free to browse the AEO website by clicking here.

As you can see different organizations have taken on the task of helping enhance the professional world. Helping new and/or established entrepreneurs achieve success. Make sure you continue to do research and look for investors. As you can see they are out there looking for devoted, hard-working people with successful ideas. Good Luck!

Resources:

http://ncif.org/
http://www.aeoworks.org/index.php/site/

Business Plan Part 2: No Walk in the Park.

2011-07-30T22:26:00.001-07:00

Continuing with our previous post, creating a business plan is no easy task. For the past month I have been creating one for a potential business I have planned, a specialized corporate event planning company based in Puerto Rico. I can assure everyone that it has not been a walk in the park.

Taking into consideration the expert advice of Dave Lavinsky, I have certainly developed as detailed as possible all the key sections of the business plan. Every section has been personalized and strategically described, this will give any reader and/or investor in great detailed what the company is about, it’s goals, objectives, financials, team, etc.

Simone Brummelhuis, advices us to specifically point out what makes your business successful and how it can benefit an investor or a bank, She suggests that your top sections should be your financials. People who are interested n investing in your idea want to see numbers. Personally, two of the hardest sections while creating the business plan have been the law and financing sections. However, options like outsourcing outside help from a lawyer or an account can be of benefit of those who have difficulties in those areas. Agreeing with Brummelhuis, in my personal opinion the financial section is the most important. Those who are going to invest in your business NEED to understand when they will get their investment back and when they will start making some money.

Having great resources like a good book on business plans, watching a tutorial video and reading about expert advice can be a great way to save money and create a successful business plan. Knowing the areas that you need more help can be a very good factor while creating your business plan.

I do have to point out that research is key while creating this sort of document, but don’t be discouraged having a business plan benefits your business enormously. Remember these tips and the creation of a business plan are a step closer to your SUCCESS.

Resources:

Information

- http://www.growthink.com/team/dave-lavinsky

- http://thenextwomen.com/users/simone-brummelhuis

- http://articles.bplans.com/writing-a-business-plan/what-is-a-business-plan/33

Pictures

- http://www.olsbizdev.com

- http://www.businessplanning.ws/category/financial-analysis

- http://www.whenyourbrookdriesup.com/resources.htm

Become an Entrepreneur; Start with a Business Plan.

2011-07-11T11:52:00.001-07:00

Throughout the start of this Blog we have posted numerous trends, tips and strategies that benefit your business. However, this post will benefit those who want to start their own businesses or lack a business plan. We will discuss what is a business plan, the importance of creating one, the benefits of having one and we will present various expert views on the subject.

Let’s start by explaining what is a business plan. A business plan is any plan that works for a business and/or company explaining what the company is, its goals, overall numbers and future. (Bplans)A business plan is meant to look ahead, allocate resources, focus on points, and prepare for different opportunities and problems.

It is crucial for any business to create a business plan. Nowadays, people continue to disregard owing a business due to a false impression that you only need a business plan to start your own business. A business can help running a business, whether you need a loan or investment or not, any business needs a plan that can optimize growth and development.

According to Dave Lavinsky, founder of Growthink and President of Growthink Publishing, a successful business plan must have the following ten key points:

1. Executive Summary

2. Company Analysis

3. Industry Analysis

4. Analysis of Costumes and Competition

5. Marketing Plan

6. Operations Plan

7. Development Plans

8. Management Team

9. Financial Plan

10. Appendix

He expresses that many forget to explain several points resulting in a poor business plan. (Growthink)Lavinsky is an internationally renowned expert in the fields of business planning, capital raising, and new venture development. Over the past decade, Dave has guest lectured at top universities, developed over 100 business plans, and has written hundreds of articles on entrepreneurship, business planning and capital-raising. (To learn more about Dave Lavinsky click here)

Another expert advice comes from Simone Brummelhuis, former attorney and founder of The NextWomen, the first Women’s Internet Business Magazine and community. She expresses the importance of highlighting your business’ success and detailing the steps you have taken to achieve success in your business plan. (To learn more about Simone Brummelhuis click here)

Pointing out in your business plan what makes your business successful and how it can benefit an investor or a bank can help your business bloom in a blink of an eye. Having key elements like your financial plan, and your analysis of customers and competition can be decision makers when negotiating an investment or a loan. People who look for smart investments want the facts and numbers right away. Sections like the ones listed above makes it easy for those interested to make a decision and have an incentive at the time of the investing.

Taking these suggestions into consideration and researching more do’s and don’ts when creating a business plan can help your business enormously. Remember that creating a business plan benefits everyone; investors, banks, clients, staff and most importantly YOU! When you start creating a business plan you are a step closer to Success!

Resources:

Information:

- http://articles.bplans.com/writing-a-business-plan/what-is-a-business-plan/33

- http://espresso101.com/newsletter/388

- http://www.growthink.com/team/dave-lavinsky

- http://thenextwomen.com/users/simone-brummelhuis

Pictures

- http://www.betadaily.com/2010/02/07/professional-business-plan-writer/

- http://www.rpxgroup.com/commercialization/business_planning.asp

- http://www.businesstouch.info/importance-business-planning/

Game On! Integrating Social Media in your campaign using Contests.

2011-06-16T21:07:00.000-07:00

We have discussed in previous posts the importance of incorporating all the different social media platforms available in order to attract more people to your events, conventions, trade-shows and even your company profile. (For more information on the importance of integrating social media to your campaign click here) However, there are even more ways that social media can help you bring more traffic to your website, blog or page. Featuring contests, competitions and/or coupons can help bring more traffic to your page, resulting maybe in more sales, more downloads or more clientele.

A recent example of this new technique is the American sporting goods store, Callaway. Famous for their golf equipment and goods, Callaway has become one of the biggest brands in the sports industry. With artist endorsements and sponsorships, Callaway has been able to appeal to a younger audience and attract people to their brand.

Like many of today’s companies, Callaway can be found in numerous social media platforms like Twitter and Facebook. [Want to follow them on Facebook? Like them here] Recently, they have created a father’s day contest; Tee off with Diablo Octone and Justin Timberlake, where the lucky winner wins a set of Callaway clubs, meet Justin Timberlake and play golf with him. For more information on the contest you can visit Callaway’s official website http://www.callawaygolf.com/Global/en-US.html or click here.

In order to enter the contest you must like their page first in Facebook. This guarantees a member in their Facebook page, giving the company access to your profile, likes and dislikes, and most importantly your information where more contests, equipment, and news can be distribute in mass quantities.

As you can see very well known brands are incorporating contests and/or competitions to their marketing campaigns. The mix of utilizing social media and attractive techniques like the contests can benefit you in many ways; bringing you more traffic to your site, more followers, and customer data. All of these points can be used as evidence of a successful marketing campaign.

Incorporating these types of techniques in the event planning industry can be easy and very entertaining to your clients or customers. For example, if you are participating in a trade-show doing a contest or a giveaway can bring more people to your booth. The contest can require people giving you their information, which you can later use as data for emails or newsletters.

Remember to be creative and unique this is the only way your company, business or corporation can be successful. Using everything the Internet has to offer can benefit you no matter in what industry you are, make sure you integrate social media to your marketing plan in order to achieve your marketing goals.

Resources:
Information
-http://www.slideshare.net/socialmediaanswers/integrating-social-media-into-your-marketing-campaign
-http://www.callawaygolf.com/Global/en-US.html
-https://www.facebook.com/Callaway?ref=ts&sk=app_111452482273231
Pictures
-http://www.tributemedia.com/blog/kelsey-bates/nows-time-be-unique
-http://www.penn-olson.com/2010/01/27/top-10-social-media-countries/
-http://hookgolfswing.com/golf-gear-and-reviews/top-golf-club-makers.html

Help Us, Help You!

2011-06-15T20:29:00.000-07:00

Marketing?...Go Digital!

2011-06-02T13:00:00.000-07:00

We have established in previous posts the importance of incorporating new technologies and social media in events, conventions, meetings, etc. However, social media is just one channels of digital marketing. Marketing has evolved tremendously over the past few years. Now incorporating RSS feeds, podcasts, search engine optimization (SEO), pay per click ads, and SMS and MMS messages will enhance the way you market your event, product or service. Although marketing and promoting events depend on the theme, concept and target market of the event itself, event planners can benefit from digital marketing since one of it's benefits include getting immediate feedback from the consumer.

Taking advantage of all the services the Internet offers can help you increase and improve how you market your convention, meeting, trade-show, conference and/or seminar. Google search engine provides several tools that can help you create a more efficient digital marketing plan. One of these tools is called a Google Analytics. This is a free and easy way to keep track of your website traffic and marketing effectiveness.

"Powerful, flexible and easy-to-use features now let you see and analyze your traffic data in an entirely new way. With Google Analytics, you're more prepared to write better-targeted ads, strengthen your marketing initiatives and create higher converting websites."

This is a great tool to have. For more information on the product and how to use it see the video click here.

Another tool event planners can use to enhance their event's marketing plan incorporating digital marketing is Google Webmaster. This is also a free and easy tool that helps you get data about crawling, indexing and web traffic. In addition, it sends you notifications every time there is a problem with your site. With Google Webmaster you can find out how Google views your site and how it is ranking it. You can also analyze data and see how many people found your site in search results, and how many people actually clicked on it. In addition, it tracks from all over the Web and shows you who added a link to your site. It also creates sitemaps in order to see how many pages have been added to your index. For more information on this great tool see this video.

As you can see search engines like Google are offering numerous services, for free, that help website owners learn more about what their visitor's trends and habits. This way website owners can personalized and enhanced their marketing techniques with actual and exact information. These are only a few tools you can utilize in order to obtain the best results when using and applying digital marketing. For more details on What is Digital Market? this is a good blog article, which explains and defines what it is exactly.

Get with the Program...

2011-05-25T17:30:00.000-07:00

Social media and technology have rapidly and surely emerged in our everyday lives. Not only people write everything they feel, do, or want, but also society has created a large reliance in technology and social media networks such as Facebook, Twitter, Blogs, Apps, etc. Events, meetings, conventions, seminars and trade shows must get with the program and incorporate the new emerging technologies and new trends to attract the attention of the attendees and of potential clients.

Get the code!

Let’s start with a new trend, the QR Code. It is a specific matrix barcode readable by a QR barcode readers and camera phones. QR codes are being found in several advertisements in different medias like print ads, and digitally. This will be a great innovative way to market and promote your meeting or convention. How does it work? Add a personalize QR code on your conference collateral. This way any attendee with a smartphone with a QR reader app can scan the code and be directed to any link that you desire. The link can be to a meeting’s website, a company website or a Facebook page, etc. This can also make your business cards a competitive edge. You can generate your own QR Code at http://qrcode.kaywa.com/ where you can make your QR code and link it to a URL, SMS, and/or other options.

Tweet Tweet!

Twitter is one of the biggest social media website used worldwide. For those who are not with the program, Twitter is a social networking and micro blogging service utilizing instant messaging, SMS or a web interface. Event planners can integrate Twitter by using hashtags- a word that begins with a # symbol that will bing all the conference or event -related tweets together. (Example: #2011Convention) If everyone has the hashtag Twitter will automatically compile all of them together. The best part is that you don’t have to register a hashtag, just inform your client and/or attendees of the hashtag, and done.

Apps:

Another good idea for conference and trade-show attendees is utilizing eMobile. This tip is compliment of the Daily Hot Ideas from the Meeting and Conventions Magazine. “With eMobile (powered by CrowdCompass), attendees can download the latest conference schedule and attendee information and refer to it even when Internet connectivity is spotty. The app, usable on Android, BlackBerry and Apple devices, costs $995, plus $1 per attendee, for planners using eReg, the registration software provided by eTouches. For planners using different registration software, check out EventMobi and other tools by CrowdCompass. (800) 516-4265; etouches.com”

Social media has become a part of how we do business, marketing, advertise and live. The event planning industry is not the exception. Take these tips into consideration and I am sure your event will be even better. Be social!

If you still don’t believe or know how social media influences, here is video that can maybe change your mind.

References:

Information

- http://www.meetings-conventions.com/dailyhotideas/dailyhotideas.aspx?startid=25

Pictures

- http://qrcode.kaywa.com/

- http://technorati.com/blogging/article/wanted-social-media-gurus/

- http://www.dumblittleblogger.com/2011/05/13/will-twitter-ever-make-a-profit/

- http://venturebeat.com/2009/03/06/want-all-25000-iphone-apps-that-will-be-7244269/

Video

- http://www.youtube.com/watch?v=lFZ0z5Fm-Ng

Create Buzz for your Event...

2011-05-24T16:45:00.000-07:00

Event Planning takes a great amount of details, dedication and work. At times, making a successful one-of-a-kind event can take an extravagant amount of time and what if no one actually gets to know about it? Having numerous clients, event planners often create events that require media attention or a general public attendance. There are several steps and measures event planners can use in order to get the media attention or buzz necessary for your event.

Research is everything! The first step is to determine what makes your event unique. Are there going to be celebrities? Is it for charity? Any local hero present? Knowing your target market and what they want to hear gives your event a competitive edge. It will also grab the attention of not only the audience but it will attract the media. In addition to this, you must know what dates are the best to hold your event. If it is a corporate event and the theme is the environment, why not do it in April 22nd, Earth Day? This will definitely capture the attention of many who are “green” and it will also go in accordance with the event theme.

Second, depending whether you have a publicist or a public relations person in staff, the event planner or event organizer must have knowledge of most of the local media sources. Be familiar with the names and titles of local newspapers, magazines, and website staff. This way you can make sure that your press release or event information sent via email, regular mail, and/or fax can be received and published by the correct person. Here is when the need to have at least basic knowledge of Public Relations kicks in.

In order for you to be completely prepared to reach out to the media you must have at least a press release, a press kits, and/or an online press room. According to the article, How to Attract Media to your Event, from the Meeting & Conventions Magazine an online pressroom should have the following:

“• Must include all press releases or announcements.
• Provide a list of frequently asked questions about your organization and
event.
• Indicate a contact person (name, phone and e-mail) for all media inquiries.
• Provide additional multimedia assets that the media/bloggers can embed
on their websites, such as info-graphics, videos and/or photos.
• Provide quotes from the organizer, exhibitors, sponsors and past/present
attendees.”

Remember to always invite the media to your event and make sure you have an assigned area or seating section for them, this way they will feel comfortable and “important”. This can secure another coverage plus, it can begin a beneficiary and receptive relationship between you and the media. Make sure you always follow-up with a thank you letter to all of those who covered your event, this way people will remember you and continue to cover your event because they enjoyed working with you. If you have zero knowledge of how to create press releases and other documentation make sure you consult a PR representative or publicist. Keep creating successful & unique events and but now add some buzz!

References:
Information
http://www.meetings-conventions.com/articles/how-to-attract-media-to-your-event/a40774.aspx
Pictures
http://www.willirish.com/2010/08/create-a-business-buzz-with-social-media/
http://empoweredonlineentrepreneurs.com/online-marketing-software/creating-a-buzz-with-synnd%E2%84%A2/
Media Kit Example:
http://nubbytwiglet.com/2007/12/26/successfully-selling-yourself-how-to-build-a-press-kit/

Q&A with the Experts

2011-04-19T11:16:00.000-07:00

In our last post we established the importance of being legally protected and legally “advised” at every moment in any type of industry. However, like we have discussed before legal terms, clauses, and agreements vary according to the industry, service and/or product being provided to the public. Dive In! Events, Conventions, & More… had the opportunity to discuss in a Q&A with attorney at law Maranyeli Medina about the legal system regarding small businesses in the event planning industry.

Our Attorney:

Maranyeli Medina is a law school graduate from the Universidad Interamericana of Puerto Rico. Ever since she was a child she was intrigued by the excitement and drama of the courtroom. As a young adult still in her undergraduates’ program she realized her passion for law and justice, realization that made her decide and pursue law as a career. She expresses her love and passion for what she does with great excitement and how being an attorney allows her explore and experience many different areas and different cases. Her goals as an attorney include achieving maximum excellence in professional performance and that each person who seeks her help can leave feeling comfortable and believing in the justice system.

Dive In: If a legal situation arises involving a corporation v. an individual, knowing that the case’s outcome depends on the legal matters involved, does the corporation have the advantage because they have a better legal team?

Medina: Not necessarily, although having a high purchasing power has a direct correlation with the ability of hiring a good lawyer this is not always the case. However, at times legal teams who represent big companies and/or corporations are so high in demand they dedicate less time to prepare themselves. In addition, in cases of breach of contracts, for example, the justice system provides the necessary means of legal protection for the weaker economical class.

Dive In: Have you ever heard of a legal case involving an event planning company? If so, is it common in court?

Medina: Yes I have. However, I rarely see these types of cases in the courtroom.

Dive In: Knowing that event planning companies rely mostly on their relationships with clients,. How important is having a personalized contract / agreement with every client?

Medina: It is extremely important. A well-written contract is one less claim in case of a trial. Remember that contracts must consist of clear and accurate terms and it is best that at the time of reaching an agreement both parties come to the negotiating table in good faith and clearness.

Dive In: Is it more “legally” convenient to have a generic contract? Yes or No? Why?

Medina: You can have a general agreement and / or contract but it is preferable to personalize contracts based on the specific circumstances of the case or situation.

Dive In: What clauses do you consider that should be “must haves” in contracts for event planners?

Medina: Clauses that provide protection in case of a breach or non-compliance. Also, depending on the case I think it would be good to include an arbitration clause. (An arbitration clause is a commonly used clause in a contract that requires the parties to resolve their disputes through an arbitration process. Although such a clause may or may not specify that arbitration occur within a specific jurisdiction, it always binds the parties to a type of resolution outside of the courts, and is therefore considered a kind of forum selection clause.)

Dive In: Signed agreements, for example releases, help event planning companies have very small liabilities. What else can we do, in order to avoid being sued for liabilities? What other measures do we take?

Medina: I believe that if you have a good, solid, clear agreement or contract without any room for misinterpretation or miscomprehension, you should be fine.

Dive In: What are some legal measures, being a small business, we have to consider that we haven’t mention before?

Medina: In my opinion, I will continue to insist on the importance of a good contract. Dealing mostly with clients and customers, an event planning business must rely on a very solid contract.

Dive In: What do you recommend party planners to do in any legal case?

Medina: My legal suggestion is to always try to reach a mutual agreement or compromise instead of litigation. This way both parties save a lot time and money. If this does not work, turn to litigation as soon as possible.

Dive In: How important it is to trust your lawyer? Safety in numbers... the more lawyers you have, the safer you are? True or False? Why?

Medina: Absolute confidence in your attorney is a must. You must be completely honest with your representation in order to conduct the case in the most effective manner. Regarding safety in numbers, when it comes to attorneys, the client always has the freedom to pursue various legal opinions regarding their situation. However, I don’t believe that because you have more lawyers you have a better hand, this is relative and depends on the situation.

Dive In: In your opinion, what is the biggest legal myth in the legal system?

Medina: To me one of the biggest legal myths is when an adverse outcome is considered to be an equivalency to a failed justice system. Individuals must understand that many factors affect a court’s decision or a case outcome.

Dive In: Taking into consideration that a business may be based in Puerto Rico, does corporation laws differ a lot? Yes or No? Why?

Medina: They are not dramatically different, but when we take into consideration corporate law we have to understand that the legal system has established some general principles to follow. However, we have to understand that the laws of the jurisdiction govern corporations where they are incorporated, which is not always where the “ principles” were established.

As you can see it doesn’t matter what type of business you own, being legally insured and oriented gives you a corporate advantage and security. Ms. Medina also pointed out during the interview that the law system, like everything in life, has room for improvement, for example, getting up to date with technology and taking advantage of the benefits that these advances provide society nowadays. Dive In! Events, Conventions & More.. would like to thank Ms. Medina for taking the time and answering our questions helping us understand the legal world. Event planners make sure you are legally advised and oriented in order to be safe from any legal situations, make sure to always seek legal help and advising in order to avoid any legal problems. Remember, KEEP IT LEGAL!

Reference:

Photo: http://www.thebillablehour.com/timesheet_08_07.php

Keep it Legal!

2011-03-30T19:58:00.000-07:00

Being legally secured and insured is a must for running any business either small, big, private, public, etc. no matter in what type of industry. Nowadays, company owners have to be extra careful with their contracts and insurance. Having the access and knowledge to a vast amount of legal information, people are doing anything and everything to keep themselves out of any legal situation. The event planning industry is no exception; numerous lawsuits and legal situations occur everyday in this area of the entertainment world.

Having the vision to create a corporate specialized event planning company in Puerto Rico, entails a lot of paperwork and most importantly, making sure my insurance is up-to-date and that I am covered from any possible liability. Nevertheless, nothing is certain and things happen.

For example, in 2010 an adult entertainment convention company sued Secaucus’s former mayor, Dennis Elwell and the Meadowlands Expo Center, over being forced to move a 2008 tradeshow from the town to Edison just days before the event. The company sued to regain its $32,500 deposit and an unstipulated amount for their losses for moving the 3-day show to another location. The situation began when Secaucus filed a lawsuit to ban the trade show from the town, citing violations of municipal and state ordinances on alcohol and proximity to a day-care center. The event company representatives say in the lawsuit that everything about the event was approved, and claim that the convention center officials later denied knowing details of the trade show. Situations like these can be avoided with more detailed and more specific contracts.

Other examples include a case where an event planner in Atlanta settled an out-of-court agreement with the Academy of Motion Picture Arts and Sciences over the use of a gold statue, which according to the academy infringed on the copyrighted “Oscar” statuettes. Another example is a lawsuit by MGM’s Grand Hotel in Vegas filed against a New York based event planning company for not paying what they owe for a charity event hosted at the hotel in 2007. Both situations can be avoided taking the necessary legal measures and precautions.

Legal situations can be avoided in most cases. Attorneys recommend party planners to always have a lawyer, “especially one that practices intellectual property law” and when in doubt make sure you discuss and clarify any legal matter with them. So, party planners take notes and make sure you protect yourself and your business. Legal information is accessible, so there are no excuses. Good luck and keep it legal.

Reference:
http://www.nj.com/hudson/index.ssf/2010/09/secaucus_hartz_mountain_sued_o.html
http://specialevents.com/news/planner-threatened-with-lawsuit-over-oscar-style-decor/
http://www.lvrj.com/business/22803794.html
http://www.translucid.ca/site/2010/12/03/when-events-go-wrong-what-do-you-do/
http://www.mindingthecampus.com/originals/2011/02/how_the_law_schools_went_astra.html

Trade-Shows Go Green…

2011-03-23T21:42:00.000-07:00

In today’s society going green is in. Of course the event planning / convention / conference industry is no exception. New ways of creating exhibitions have been developed in order to save money and support the new trend of becoming environmentally conscious.

These green exhibits, also known as sustainable exhibit booths, should minimize the environmental impact. Depending on the size of the trade show or convention, these new modern booths can be made either small or large. However, it all depends on the needs of the organization that will be purchasing and utilizing the booth. Today, many are focusing on making sure that their exhibits and booths are sustainable and ultimately result in a lower potential waste. Creating an environmentally-friendly atmosphere and look. The key of creating a sustainable exhibit relies mainly on the materials used in the production process. Incorporating elements like Swiss wood (a renewable resource and net remover of carbon dioxide from the atmosphere), low energy lighting, using recycled paper as materials, and organic foods and beverages. Practicality is the main focus of this new trend.

Places like Switzerland have already incorporated this new environmentally friendly trend in numerous conventions and trade shows. In 2010, the Switzerland Convention and Incentive Bureau (SCIB) received the IMEX 2010 Green Exhibitor Award due to their sustainable exhibits. In addition, companies like Evo Exhibits and Skyline Exhibits, create top-of-the line eco friendly trade show displays, exhibits, and booths. Skyline Exhibits, located in Minnesota, USA, have created a 2-facet method of creating sustainable exhibits.

“Skyline contributes to environmental sustainability in two ways: By providing lighter weight, modular exhibits that have smaller environmental impact than traditional custom exhibits, and by minimizing the impact on the environment from our manufacturing operations.

These two facets -- lightweight modular exhibits, and more environmentally friendly manufacturing, can be viewed through the lens of Reduce, Reuse, Recycle.”

As you can see new trends and new ideas are being incorporated in the event planning industry. Helping the environment concerns us all, and what better way than helping with little details like this. This is not only a great way to be environmentally conscious but it is a great way to develop a positive corporate image and PR, sending the message that you do care. Event planners and organizers should be applying new trends like this for their green conscious clients. I am sure ideas like this will make them very happy and pleased. Remember, keeping an open conscious about the world and trying to become more conservative is the way to save money.

On the following video you can see how a sustainable exhibit can look like and what materials are used. Video by Evo Exhibits, another green display production company.

References:

Information:

http://www.skyline.com/green-exhibiting/skylines-contribution

http://eventplanning.about.com/od/productionentertainment/ss/sustainable-trade-show-booths-minimize-environmental-impact.htm

http://athensmidday.scrippsjschool.org/index.php?option=com_content&view=article&id=226:going-green-is-athens-new-thing&catid=10:reporter-blogs&Itemid=4

http://www.evoexhibits.com/

Pictures:

http://www.advatumdisplays.com/

http://www.flickr.com/photos/abidoan/4125130333/

http://www.homorazzi.com/article/on-your-way-to-becoming-an-eco-gay/

http://www.degreeofhonor.com/pages/Greent.html

Video:

Courtesy of Youtube - http://www.youtube.com/watch?v=SnwL--fGHeY

Meet the El Conquistador Resort

2011-03-02T22:02:00.000-08:00

One of the greatest privileges humans have is the liberty of constantly choosing different options in any given situation. Whether if its choosing right from wrong, black or white, right or left, good or bad, chocolate or vanilla, etc. Using the corporate world as an example, thinking outside the box and doing things differently can sometimes help establish new ideas, determine new points, and ultimately reach goals and objectives faster, more efficiently, in a fun, unique and entertaining way. This is why corporations and/or companies should explore new venues and destinations for their corporate gatherings. Feel free to explore all the choices and different opportunities the beautiful island of Puerto Rico has to offer for your corporate events, conferences and/or conventions. I guarantee your event will be a total success.

Fajardo, Puerto Rico

Say hello to the El Conquistador Resort, a Waldorf Astoria Hotel Resort. Perched high above the ocean on 300-foot cliff, El Conquistador is one of the most luxurious resorts in the Caribbean, located in Fajardo,Puerto Rico.

Resort Accommodations

It is divided into five villages, with breathtaking, panoramic ocean views at The Grand Hotel including the villages of Las Brisas and La Vista. The resort is located on the northeastern tip of the island, near El Yunque Rain Forest. It is 4 miles away from stores and attraction of downtown Fajardo and Las Croabas. It counts with an on-site-world-class golf, spa, casino, water park, wind surfing, scuba diving, fishing and more. It even has its own private island, Palomino Island, just a 8 minutes boat ride (provided by hotel for guests) where guest can relax and enjoy the sun, beach, restaurants, water sports and more. El Conquistador Resort is located 31 miles from San Juan (the Island’s capital) and the Luis Muñoz Marín International Airport (SJU).


Atlantic Conference Center

Grand Atlantic Ballroom - 21,090 sq ft

In addition, El Conquistador Resort has all the commodities and accommodations that your company may need to conduct your next event, trade show or convention in the brand new state-of-the-art Atlantic Conference Center. You can host a function in the Grand Atlantic Ballroom, the largest ballroom in Puerto Rico with a space of 21,090 sq ft; or on the smaller Grand Caribbean Ballroom with 19,982 sq ft space. Your company has the opportunity to hold a board meeting in one of the 16 breakout rooms or meet in one of the 100,000 sq ft of indoor /outdoor meeting space.The resort also offers professional event planning staff and catering services for any event, luncheon, or dinner, etc. El Conquistador also offers numerous business amenities and services, which include, audio-visual equipment rental, printers, fax, Wi-Fi, and more.

This is ultimately one of the top 5 resorts in the Caribbean, with top-of-the class facilities and services. Remember U.S citizens: you don’t need your passport to travel to Puerto Rico, we are a U.S territory. (For more information on Puerto Rico's culture, climate, location and more Click Here) This is a great option for your company or corporation's events to be unique, fun and entertaining. For more information on the resort visit their website or click here. I urge you to consider this great venue and destination; I guarantee you won’t regret it. “ Life is anything, but square. So, why think inside a box? – Unknown

Enjoy the following clip with a more inside look of this great resort.

El Conquistador Resort Official Website

Sources:

El Conquistador Resort Official Website - http://www.elconresort.com/index.cfm

Video:

El Conquistador Resort - Puerto Rico - Waldorf Astoria Collection

http://www.youtube.com/watch?v=co1LLQ99KwE

Pictures:

http://www.uigolf.com/custom_logos/?1=e

http://jordanpicture.blogspot.com/2010/12/el-conquistador-resort-in-fajardo.html

http://www.privateislandsblog.com/2009/11/16/family-friendly-private-island-resort/el-conquistador/

http://blisstree.com/feel/wedding-venues-puerto-ricoel-conquistador/

http://averylanedesign.com/blog/

http://www.skulpt.com/3d-animator-career-options.htm

A Client's Point of View in Negotiations: Event & Convention Planners Take Notes!

2011-02-20T16:45:00.000-08:00

What event & convention planners should know about their clients to have successful negotiations...

For the event and convention planning industry negotiating is everyday’s cup of coffee. Negotiating prices, dates, themes, entertainment, client contracts and more is done on a daily basis. This is why having knowledge on deal making tactics and methods are vital in this type of industry. Although it is imperative for event planners to understand and know how to execute a successful negotiation, do they know what their clients are thinking? What are their key strategies when it comes to negotiating? In this interview with Mr. Angel L. Rodríguez we will explore what customers do, avoid and look during the negotiating process when dealing with event, conventions, and/or trade-show planners. Remember, knowing the other persons needs, interest and wants are results in as a great advantage for the other negotiator. Therefore event planners take notes!

We had the opportunity of talking with Mr. Angel L. Rodríguez, Vice-President of Roger Electric Co. in Puerto Rico. He is also head of the convention and activities committee of the Professional Engineer Association in Puerto Rico (CIAPR). Mr. Rodríguez often uses event planner services for both his business and the association activities. During this interview we asked Mr. Rodríguez about his approach when it comes to negotiating with his event planner, his expectations, tactics and results.

When it comes down to choosing and closing a deal with an event planner, how do you approach your event planner when dealing with prices, fees, and contracts?

I tend to use an aggressive approach. Doing previous research on prices and fees makes me have an advantage on how much I ask and on how much I can settle for. Sometimes insinuating that we have other options makes prices, fees and contract clauses come into more agreeable terms.

What do you expect from your event planner, when it comes down to agreeing on a deal? Mutual gain? More benefits for you? Or more benefits for the event planner?

Every time I negotiate I prefer ending with a win-win situation, this way you can be satisfied with your deal and the dealer will be pleased with the final outcome. This also guarantees future business opportunities for other activities for both parties. Mutual gain is my best bet.

Do you have a back up plan or BATNA, at the time of the negotiation? How do you approach the planner with this information? Do you use the BATNA as leverage in order to get what you want?

When it comes to negotiating, either with a party planner or with anybody business wise, you always have to have a back up plan. Now, the key is trying to obtain what you want without being too obvious. I tend to notify before hand that I have certain options, but I will be more than welcome on listening to what they have to offer me. This was the person feels that his or her offer is being considered and that they have a chance of making a deal. This often results with pleasing numbers and a successful deal.

What do you prefer, having a good “friend like” relationship when it comes to negotiating or do you prefer establishing roles and status from the get go?

This is very complex because it depends on the situation. I think the best way to approach a negotiation is establishing the points and terms from the beginning. This is when separating the person from the problem comes into play. I believe that keeping a professional and trustworthy relationship is the best way to do negotiations.

Has someone used any dirty tricks or tactics in order to close a deal? Have you used any? What was the outcome of the negotiation?

I don’t believe in dirty anything. Using dirty tricks or tactics is very unsuccessful. Maybe you can trick someone once but it wont work again, this is when negotiations go wrong. Being as straightforward and honest as possible is the best way to end up with what you want.

If you had to summarize your negotiating techniques, what is the most important one and most successful in your opinion?

Like I said before every negotiation is different and the approach varies. I usually tend to wait for the other person to make the first move, this allows me to know if they are benefiting from the situation and allows me to re-negotiate something better. I usually prefer doing the early process of my negotiations through email but at the moment of closing the deal I prefer a personal encounter. I do believe enormously in the value of a handshake. This can go either wrong or extremely well, but I do think that this old fashion trend keeps things classy and professional, it all depends on the relationship and trust both parties have acquired. Being prepared for every negotiation also gives you an advantage. I strongly recommend reading “The Art of Negotiation”, by Gerard Nierenberg. This book has really helped me with my negotiation tactics not only with entertainment activities but with my business as well.

I have to agree with Mr. Rodriguez, tactics, techniques, and approaches vary depending on the situation and the negotiation. However, doing research, knowing the other persons’ needs and wants definitely makes you feel more confident at the time of the negotiation. Being prepared is the key of a great negotiation. Hopefully, now with this blog event and/or convention planners can have a better view of how their clients operate, what they look for, and how they approach negotiations. Good luck and happy negotiating! Special thanks to Mr. Rodriguez for taking the time and answering our questions.

Resources:

Roger Electric Co. - http://www.rogerelectric.com/

CIAPR - http://www.ciapr.org/

The Art of Negotiation - http://www.amazon.com/Art-Negotiating-Gerard-Nierenberg/dp/156619816X

Top 5 Convention Centers in the U.S

2011-01-19T21:53:00.000-08:00

Although, I am encouraging everyone to consider the beautiful island of Puerto Rico as one of your choices for hosting your event and/or convention, here is a Top 5 list of the best convention centers in the United States.

Number 5: Hawaii Convention Center in Honolulu (250,000 sq. ft of exhibit space)

The design of the glass-front center represents the unique culture of Hawaii, with its bold architecture, $2 million Hawaiian art collection, and features such as a rooftop tropical garden, glass-encased meeting rooms and outdoor function spaces lined with giant palm trees, make this convention center a very pleasant one. You can find 10,000 committable hotel rooms within 1 mile of the center. The Honolulu International Airport is conveniently located 9 miles West of Waikiki Beach, 4 miles West of Central Honolulu and 7.5 miles West of the Hawaii Convention Center. Hawaii’s currency is U.S. dollars and main language is English. In addition, Honolulu (capital of Hawaii) has been ranked one of the safest in the nation.

(For more information on the Hawaii Convention Center click here)

Number 4: Georgia World Congress Center (1,500,000 sq. ft of exhibit space)

Located in the heart of downtown Atlanta, the Georgia World Congress Center Authority, which includes the 3.9 million square foot convention center, the 71,250-seat Georgia Dome and 21-acre Centennial Olympic Park. This convention center ranks among the top five largest convention destinations in the country as well as one of the best sports and entertainment campuses in the world. The Georgia World Congress Center opened its doors in 1976 as one of the nation's premier convention facilities with 350,000-square-feet of exhibit space. Over the years, the Georgia World Congress Center underwent numerous expansions to meet the needs of growing conventions and special events.

(For more information on the Georgia World Congress Center click here)

Number 3: Minneapolis Convention Center (600,000 sq. ft of exhibit space)

The Minneapolis Convention Center (MCC) has nearly 480,000 square feet of trade show space, 87 column-free conference meeting rooms, a 28,000-square-foot ballroom, and an auditorium with great production and flexible technology options, the facility can handle any event from a small meeting to a large convention or trade shows. It is located close to freeways and only 20 minutes from the airport on the southern edge of downtown Minneapolis. In addition, this trade show and event center is connected by climate-controlled skyways to the downtown hotels, restaurants and shopping. One of the great things of this convention center is that recently they have acquired new solar panels. The panels are fully installed, and the system is fully running as of mid-November 2010. This is a great option destination for the new “green” conventions and/or trade shows.(For more information on the Minneapolis Convention Center click here)

Number 2: Las Vegas Convention Center (1,040,000 sq. ft of exhibit space) The Las Vegas Convention Center is a 3.2 million square foot facility located within a short distance of more than 100,000 guest rooms. Operated by the Las Vegas Convention and Visitors Authority (LVCVA), the center is well known among industry professionals for its versatility. It also counts with 144 meeting rooms, handles seating capacities ranging from 20 to 2,500. A grand lobby and registration area link existing exhibit halls with new exhibit and meeting rooms, and allowing simultaneous set-up, breakdown and exhibiting of multiple events. The LVCC is one of the largest convention centers in the world. Having the availability and the capacity for thousands of people, the Las Vegas Convention Center is one of the top choices for bigger companies and for the world’s largest trade show companies.(For more information on the Las Vegas Convention Center click here)

Number 1: Orange County Convention Center (2,000,000 sq. ft of exhibit space)The Orange County Convention Center is one of the nation's ten largest convention centers having an amazing 2,000,000 square feet of exhibit space. In its entirety, the Orange County Convention Center features:

Two 92,000-square-foot general assembly areas 
74 meeting rooms/235 breakouts 
The 2,643-seat Chapin Theater 
A 200-seat Lecture Hall 
The 62,000-square-foot (multi-purpose Valencia Room
Three full-service restaurants/8 food courts 
Three-business centers
In-house electric, plumbing, rigging and technical services, plus wireless mobility throughout the complex
On-site parking for 6,227
Three covered loading docks/173 truck bays

The OCCC is located 11 miles southwest of downtown Orlando in the middle of Orange County's tourism core. The Orange County Convention Center is within walking distance of more than 6,000 hotel rooms, and within 45 minutes driving distance to more than 86,000 hotel rooms in the Orlando area. In average, the OCCC hosts approximately one million delegates annually and provides a $1.9 billion dollar total economic impact annually to the Central Florida economy, all at no cost to Orange County Citizens.(For more information on The Orange County Convention Center click here)

It is certain that all the convention centers listed above have all the qualities and attributes that your company, business or industry needs to host an excellent and top-of-the class event, convention and/or trade show. They all have an impressive amount of exhibit space and top of the line technology. It all depends on your market and the objectives and goals of your event.

*Remember to consider Puerto Rico as one of your destinations for hosting these type of events. For more information on venue opportunities and entertainment in Puerto Rico feel free to browse through the blog.

Resources:

-Hotel & Conventions http://www.hotelsconventioncenter.com/

-Hawaii Convention Center http://www.hawaiiconvention.com/

-Georgia World Congress Center http://www.gwcc.com/Default.aspx

-Minneapolis Convention Center http://www.minneapolisconventioncenter.com/

-Las Vegas Convention Center http://www.lvcva.com/index.jsp

-Orange County Convention Center http://www.occc.net/default.asp

Event Planning? How to Benefit your Pocket!

2011-01-10T08:02:00.000-08:00

The special events industry has grown enormously during the last two decades. The annual spending of events worldwide is estimated to be at $500 billion. It is no secret that the economic status worldwide of businesses and companies is not at its peak. Therefore, the need to keep employees and clients interested and motivated is crucial in a time like this. In addition, companies have recognized that only so much work can be conducted thru the phone, texts, and emails. This is when the ideas to create special events, seminars, meetings and/or conventions are taken into consideration.

Now that we have established the need and importance of the production of corporate events, let's establish how an event planning company makes its revenue. According to the web article, How to Start an Event Planning Service, at entrepreneur.com, it is crucial to know that the goal in pricing a service is to mark up your labor and material costs sufficiently to cover overhead expenses and generate an acceptable profit. It is said that first time business owners often fail due to unknowingly low service rates, therefore make sure you are gaining profits from your services.

There are two types of events; social and corporate, for our interest we will focus on corporate events. On the corporate events industry planners typically charge a fee for their services, plus a handling charge for each item they contract. Another option is charging clients a "flat fee" or a "project fee", this is often used in large events and/or when corporations want an estimated figure to stay on budget.

Fees are generally determined by three factors.
1.              Market Segment (Corporations- using flat fees)
2.              Geographic Location (For example, fees are higher in the northeast part of the United States)
3.              Experience and Reputation of the planning company (If you are starting out it is only reasonable to charge a lower service fee)

This is why knowing your target market and doing your market research is so important. Most event planning companies’ price their fees-for-service using the Cost Plus Method (CPM), it involves calculating the unit cost of producing the product and adding on a target profit margin. This means, that you contract out the labor, supplies and materials involved in producing an event and then charge clients a service fee of about 10 to 20 percent of the total cost of the event, with 15 percent being a rough average. However, in order for your company to know the final net income, I advise you to produce a pro forma (for more information on Pro forma click here) this will determine how your company will make its revenue, determine expenses and much more.

Below is an info graphic of the event planning industry you might like. Enjoy.

By: Melanie Rodriguez / Market Research

Resources:
- http://www.entrepreneur.com/article/37892-5
-http://www.laurieco.com/html/cost_plus.html
-http://www.businesstown.com/accounting/projections-statements.asp

Out of ideas? Dive into Corporate Theater...

2011-01-09T21:56:00.000-08:00

Corporate events and/or conventions sometimes lack innovation and creativity. It's up to event planners or convention organizers to continuously design and come up with new ideas for these types of events. After doing some research, new methods are being used by numerous companies to appeal to their employees and/or clients. Among these new methods we can find theme conventions and business or corporate theater.

Many event and convention production companies are using business theater as a new innovative way to spice up corporate seminars, events, and/or conventions. Business or corporate theater are productions written and produced specifically to support and illustrate the theme and goals of your particular event. Agencies who actually produce this type of shows make sure they have very accurate information about the company, the employees and typical work situations. This way the shows have very realistic facts and characters, creating a very direct message. The advantage of this type of theater is that corporations have the opportunity to deliver desired messages using comedy, music or drama to their desired audience in a unique way.

Agencies like the Killing Kompany have been consulting corporations for over 15 years.
"The Killing Kompany creates custom designed interactive training and awareness programs of any length and design for corporations and other organizations. By combining live performance by professional stage, TV and film actors with interactive audience participation, we can help make your company seminars on specific corporate problems and their solutions more provocative, unique and entertaining - and, of course, more effective.

Whether your company's goal is education, staff motivation, training, problem-solving or individual growth, we offer the most effective tool to replicate, and vividly illustrate the solutions to, the real and problematic situations your employees and managers confront in their day to day settings"
Using ideas like corporate theater can make your event or convention a one of a kind. People continuously need to be entertained and what better way to motivate, educate or problem solve with something not ordinary and fun. So next time you need to do something different, appealing and creative think out of the box. Keep looking for new ways to keep your employees and/or costumers interested with innovation and creativity. This is a great way for corporate activities to have a large number of assistance and support they deserve. So, next time you are organizing a corporate event think beyond the norm. Ideas like this will make your company stand out.
 For more information on Business Theater and companies like the Killing Kompany click here.
Resources:

Killing Kompany- http://www.killingkompany.com/kk01008.html
Owen Show Productions - http://www.owen.bc.ca/osp/corporate%20theatre/index.html

Meet Puerto Rico! Puerto Rico Convention Bureau

2010-12-16T20:10:00.000-08:00

Say hello to the Puerto Rico Convention Bureau (PRCB), somewhat similar to PR Dive In 101, the bureau's website shows the opportunities the caribbean island of Puerto Rico offers for local and international corporations interested in having and hosting their events and/or conventions on the island.

Once you enter their interactive website, you are mesmerized with the colorful pictures and all the options you can choose from. First, you have the "Planners" option, here you can start to plan, manage, or promote your event in Puerto Rico. Then you have the "Members" option, where you can grow your network or grow your business by joining the PRCB. Next, is the "Media" option, where you can informed on the latest news from the premier meetings and convention destinations in the Americas. And lastly, you have the "Puerto Rico" and "Convention Center" options. Here you can explore and learn all about the destination and acquire all the necessary information of the largest most technologically advanced convention center in the caribbean.

Joining forces with the PRCB would have a great outcome for both the bureau and PR Dive In 101. This partnership will encourage both local and international corporations to consider Puerto Rico as one of their firsts options when looking for a venue. This is a great way to increase the island's tourism numbers, in addition to helping with the economic revenue in the island.

Showcasing all the opportunities and all the options corporations have in order to create their corporate events and/or conventions, is only a small part of what the bureau really does. On their website costumers can plan and manage their events. Definitely, we want to create the same vibe and recognition as PRCB. This is why doing a partnership or membership with them will help get our brand and name out there, in our desired industry.

It is nice to know that others have the same interest in showcasing what our native land has to offer. Remember to consider Puerto Rico as a venue for your next corporate event or convention.

For more information visit their website. Puerto Rico Convention Bureau

Official PRCB website

References:
http://www.meetpuertorico.com/

Start the Movement!

2010-12-03T09:35:00.000-08:00

Difficult…but Not Impossible: Start the movement!

The development of IN Entertainment Co.

To develop a brand, a company, service or product has its obstacles but certainly it’s not impossible. This is the case of IN Entertainment Co. designed to be the first specialized event/convention company in Puerto Rico. This is an innovative idea that has a very promising outcome. Knowing the obstacles and the economic depression the world is facing, anyone would back down on following their dreams or hold back on their plans, but fortunately with a good idea, a good business plan, and a determined group of followers, maybe NOW is the moment. This is what Kimberly Fowler, CEO & founder of Yas Fitness Centers, tell us about overcoming the obstacles when it comes to opening a new business. Her most important step is the first one, taking the "Leap of Faith" in your idea and product. Now, how can you develop your idea into a success? Easy...starting a movement!

Let’s use Derek Sirves talk, How to Start a Movement presented at Ted.com. Here with the help of surprising footage he explains how a movement begins and all the factors that must be taken into consideration in order for it to be successful. With his unusual video presentation and comedic approach he gets his point across in a very entertaining way.

Get to know Derek!

Derek Sirves is the creator of a new project called MuckWork, where he wants “to lessen the burden (and boredom) of creative people”. A professional musician since 1987, he started CD Baby by accident in 1998 when he was selling his own CD on his website, and friends asked if he could sell theirs, too. CD Baby was the largest seller of independent music on the web, with over $100M in sales for over 150,000 musician clients. In 2008, Sivers sold CD Baby to focus on his new ventures to benefit musicians, including his new company, MuckWork, where teams of efficient assistants help musicians do their "uncreative dirty work."

Applying it to your idea:

As we learned with the Derek’s speech, a movement is easy to create. Remember that a leader takes the leap of faith, but without the followers the idea crumbles. This is a great way to approach your idea. Take more time, explore your market and make sure you brand yourself and your product, idea or service in a way people support and follow.

In conclusion, IN Entertainment Co. here we come! Remember every path has its obstacles, how you overcome them is the real key to success.

References:
Video: How to start a movement by: Derek Sirves http://www.ted.com/talks/derek_sivers_how_to_start_a_movement.html
Sources:
http://finance.yahoo.com/video/companynews-18928726/common-obstacles-facing-new-business-owners-23094884
http://samvak.tripod.com/nm01.html
http://www.ted.com/speakers/derek_sivers.html

Q&A with the Experts

2010-11-15T22:13:00.000-08:00

A project in business is a collaborative enterprise, frequently involving research or design, carefully planned to achieve a particular aim. Whether your business includes selling a product or providing a service projects are everyday tasks. The event/convention production industry obviously is not the exception, and PR 101 had the opportunity to discuss very important points in the development of conventions with a talented local Puerto Rican PR firm; Eferrer Public Relations & Integrated Communications.

Eferrer is a boutique firm specializing in Public Relations and Integrated Marketing Communications, established in Puerto Rico.

“We believe success strives in being strategically creative. Offering our clients the perfect marketing mix based on a continuous process of analyzing necessities, opportunities and weaknesses of our clients, keep us on the competitive edge”

-Eferrer Public Relations & Integrated Communications

PR 101 had the opportunity to have a Q&A with the company’s founder & CEO, Edaliz Ferrer. Here she gave some pointers on project (in this case Convention/Event planning) development, among other things.

PR 101: What are the main starting steps to create a convention?

Ferrer: The main points taken into consideration at the starting point in the creation of a project are the objectives, and the purpose of the project. You also have to take into consideration the audience that you want to address, the date, very important the budget, and the history; has the event been done before or is it new.

PR 101: What are the key factors to a successful event/convention?

Ferrer: Definitely, I believe there are 5 key factors to a successful event. First would be the planning, this includes the brainstorming process and the determination of the roles within the work group. Another key factor are teamwork, and your ability of budgeting. Last but certainly not least, it’s a tie tied between time and sponsors, both equally important.

PR 101: Which are some of the common objectives for a prosperous convention?

Ferer: To be able to meet every objective established for any event is the best to determine how successful or unsuccessful the event truly was. This is why at the time of choosing the most common and most important objectives of a convention production I chose the following:

· Earn triple of the investment

· Be able to do the event continuously, at least once a year.

PR 101: Working on a PR firm, what is the most common request from clients that are looking for new venues to do conventions or events?

Ferrer: Every client is different. They have different needs, ideas, suggestions and requests. I can say that the most important qualities they search within new venues are the venue’s capacity, its cost and its accessibility.

PR 101: Which are some of the common mistakes event coordinators or producers make, creating events?

Ferrer: Wow, at the time of making an event you have a great responsibility of meeting every client’s demands and request but sometimes we do have mishaps. No need to say that sometimes its trial and error what helps us get better through time. Some of the main mistakes are concentrating on the assembly, equipment, sound, and lights, and not on the content of the event.

PR 101: What tips can you suggest for creating a one of a kind event?

Ferrer: A one-of-a kind event is not very difficult; you must have a good and creative name, an innovative idea, new opportunities to expand the market within sponsors and knowing how to target your market.

PR 101: Why is Puerto Rico is a good alternative for an event/convention?

Ferrer: Puerto Rico is a great destination either to do tourism or to create an event or convention. Considering the year round nice climate, quality service, a wide range of activities for all ages and preferences. In addition you have the option of incorporating water sports, and top class nightlife. And remember Puerto Rico is part of the USA, which means that if you are American you don’t need a visa or passport to come and visit.

PR 101: What venue in Puerto Rico would be a good choice to do a company convention?

Ferrer: The best one would be the Predo Roselló Convention Center.*

PR 101: What does Eferrer Public Relations & integrated Communications have to offer in the Event/ Expo/ Convention department?

Ferrer: At Eferrer Public Relations & Integrated Communications we offer and guarantee the best production and content you can wish for. Not only a one of a kind experience but attention to detail like no other. In addition we provide media exposition free from cost. In conclusion, we offer an unforgettable experience.

PR 101: Does Puerto Rico really does it better? Why?

Ferrer: OF COURSE! We offer great service, first-rate tourism; some of the finest hotels from 2 to 5 stars, plus affordable air fees and accommodations can be found easily. You can have the best of worlds, Spain’s exotic history with hip modern cities and fine entertainment. Plus we speak English!

From left to right: Camila Calderon, Edaliz Ferrer, Diana Otero & Ishaa Lopez. Staff at Eferrer Public Relations &Integrated Communications

So, consider Puerto Rico as a venue for your next event/convention. You won’t regret it. Special thanks to everybody on Eferrer Public Relations & Integrated Communications, especially Ms. Edaliz Ferrer for taking some time off her hectic schedule and sharing some of her knowledge with us.

For more information on Eferrer PR Firm, add them on Facebook or follow them on Twitter.

The T Factor

2010-11-02T00:47:00.000-07:00

The T (Team) Factor...
The importance of a Team in the creation of an event and/or convention.

The task of making a successful event and/or convention, requires a large amount of planification, budget, brainstorming and the right team to make an exceptional activity. Like in any project or business, the people or team used to complete a certain task is the number one factor or element, to ultimately develop and complete victoriously an event.

During the process of creating an event certain steps involving your team and other areas, have to be considered.

Estimate the number of people who will be attending your event.
List what items would be needed for the venue.
*Make a list of the number of people required to assist in the running of the event. This includes your personal team and other required personnel such as, camera operators, lighting operators, sound controllers, car park assistants, caterers, etc.
Split your event into workable categories. Make sure you assigned a team member to take charge of each category.
Make sure the overall event coordinator has no other task than coordination.
Assigned a suitable person to act as a master of ceremonies. (This person is also considered part of your team)
Make sure your program is structured so that the attendees have time to eat, bathroom breaks and occasional breaks.
Assign a team member to be in charge of making sure local by laws are met and making sure the insurance is in place.
Assign a host.
Make sure you have appointed personnel to deal with unwanted situations. This includes assistants.

This is a guideline to some of the most important team members and roles that you need in order to create an event/convention. Although, these check points depend on the event, the number of attendees, objectives, budget, among others. Positively, the team in charge of creating an event is CRUCIAL. However, making sure the communication, coordination, roles, balance of contributions, mutual support, effort and cohesion, appointed by the boss or project manager, are going to be the key factors in determining the quality and success of your event.

Conclusion: The TEAM Factor is the key factor to the success of your event and/or convention. Make sure the team you choose meets with all the requirements and necessities of the task. This way the event will result in SUCCESS. Teamwork is the word of the day!

Importance of Teamwork:

Sources:
Video: http://www.youtube.com/watch?v=mKucprXVGMU
Information:
http://www.feministcampus.org/fmla/program-materials/pdf/6-- EventPlanning%20thru%20Public%20Speaking.pdf
http://www.wikihow.com/Organise-a-Convention

Entertainment - NIGHTLIFE

2010-10-17T11:59:00.000-07:00

Do the SALSA!!

If you are in the mood for dancing the night away, live latin music, good typical food at a great atmosphere, "The Latin Roots" (Club/Restaurant/Lounge) is your spot for the night!

"The Latin Roots” is a Club, Restaurant and Lounge made for those passionate of the Latin music; Salsa, Merengue, and Bachata.

The club recently opened it's doors on November 2009, and its practical location at Historic Old San Juan makes this club a must see. Just entering the club you will feel the latin beat and history enter your mind. Starting with the club's walls, in them you can see the history of tropical music with the memorabilia of the greatest interpreters of the Latin music…

The most important Orchestras are part of the venues' calendar. They also present “Vive la Salsa” show, this show is a musical magazine that will take you on a journey to the very roots of latin music.

Hungry from all the dancing? The Latin Roots cuisine is an extravaganza of all the Island’s delicacies. The tradition of Puerto Rican cuisine and the fusion of tropical flavors offer you a unique menu, specially designed for you.

Don't know how to salsa? In “The Latin Roots” you will also learn how to dance Salsa. With the opportunity of getting some dancing lessons at the club, their Salsa teachers are always available to make your visit at “The Latin Roots” an unforgettable experience…

Have "The Latin Roots" all to yourself! The club offers the opportunity to celebrate Private Parties and Events.

PRIVATE PARTIES
“The Roots” room is the perfect place to celebrate your party. This room has a capacity of 60 people, a bar and bartenders dedicated to your party only. The club's personnel will take care of all the details of your event. In addition, they will give you a bottle of champagne so you can enjoy your party!

PRIVATE EVENTS
Likewise, their room is available for events of up to 800 people. Their services include music, food, drinks, shows and everything you need for your event to be a complete success.

The club opens Monday thru Sundays from 11:00 AM to 2:00 AM.

During the day…
The venue in the Old San Juan area fills up with color, art and music. Learn how to dance to the rhythm of a live orchestra and with the best Salsa teachers, enjoy spectacular dance exhibitions, and you can catch the musical magazine The Salsa Dream with beautiful dancers and great singers while you enjoy the delicious Puerto Rican food.

During the night…
At nightfall, “The Latin Roots” turns to an elegant and sophisticated club where you can dance to the rhythm of the greatest Salsa, Merengue and Bachata orchestras. Each new day, a new rhythm goes along with Salsa at “The Latin Roots”. On Tuesdays they mix it with Bachata, Wednesdays and Sundays with Merengue…

Get Schooled!! On Mondays and Thursdays, Salsa classes are the main course of the dance floor and on Fridays and Saturdays enjoy the greatest interpreters of tropical music.

This is definitely the place to enjoy live latin music! For more information you can access the club's official Website The Latin Roots.

A BAILARRR!

(Danceee)

References:
http://www.thelatinroots.com/

Pictures:
http://puertorico.mydestinationinfo.com/en/the-latin-roots
http://www.google.com/imgres?imgurl=http://www.frylow.com/logos/latinroots.jpg&imgrefurl=http://www.frylow.com/frylow_testimonials.html&usg=__B9LhKcVrjOVB_XLB2L6lqWJbu9M=&h=94&w=213&sz=11&hl=en&start=31&sig2=fxaz3jWXqQhdjInpennd4g&zoom=1&tbnid=iD2Hx05QQecBTM:&tbnh=75&tbnw=170&ei=7G2-TPqbMsWBlAfVo9HiBw&prev=/images%3Fq%3Dthe%2Blatin%2Broots%2Bpuerto%2Brico%26um%3D1%26hl%3Den%26client%3Dsafari%26rls%3Den%26biw%3D1440%26bih%3D780%26tbs%3Disch:10%2C727&um=1&itbs=1&iact=rc&dur=308&oei=uW2-TPGHAYO0lQf548jkBw&esq=2&page=2&ndsp=28&ved=1t:429,r:8,s:31&tx=64&ty=49&biw=1440&bih=780

Puerto Rico Convention Center

2010-10-15T14:02:00.000-07:00

Puerto Rico has various venues for different types of activities and events. However, if you are planning on creating a top of the line convention these is no doubt that the Puerto Rico Convention Center is the best way to go.

The Convention Center is located in historic district of Miramar in San Juan and was inaugurated on November 2005. The convention center is owned by the Puerto Rico Convention District Authority, and managed by SMG. Designed by TvDesign, it is the largest convention center in the Caribbean and the most technologically advanced in Latin America.

I had the opportunity to talk with Melissa Figueroa, Assistant Coordinator of the Convention Center and she was able to offer us more insight on their services and the facilities.

PR Dive In- The convention center is relatively new, has it gained the popularity you expected on the production of conventions and events.

M. Figueroa – Definitely! The convention center opened its door on 2005 and we have been able to create numerous conventions and events since it’s opening. We also have been the home to various graduation ceremonies and nightlife events for big local companies like Medalla. We also have our calendar full with Expos of different industries.

PR Dive In – The convention center is known as the largest convention center in the Caribbean, how many people can the center accommodate? Click Here to see the Convention Center’s Floor Plan.

M.Figueroa - The convention center is able to accommodate groups of up to 25,000 people with a total space of 580,000 square feet and 152,700 sq ft of total exhibit space subdivided into three halls, all on one level. The center has adjacent parking lots with a total capacity of 1,800 vehicles, although this may be increased in the future.

PR Dive In - The convention center is located in a very centric location, What surrounding facilities can people enjoy while having an event on the Convention Center?

M.Figueroa- We are located in the PRCC District that includes a Sheraton Hotel footsteps away from the center. Also we have Ficus Café, a “side walk café” that offers nightlife entertainment. As I mention before we are practically starting developing more recreational areas surrounding the center. The PRCC plans to include a 96-unit residential building, office buildings with 50,000 feet of commercial space, a retail and entertainment complex, a cinema, waterfront cafes, restaurants and walkways. Most of these are still under construction.

PR Dive In – For those interested more on your services and facilities, whom can they contact?

M. Figueroa - You can visit our official website Puerto Rico Convention Center or calling our offices to (787) 641-PRCC (7722) or send us an email to info@prconvention.com

Big thanks to Ms. Figueroa and keep visiting because PR Dive will continue to keep posting more services and opportunities in this venue.

ENJOY!

PR Flashback

2010-10-07T00:21:00.000-07:00

Getting to know Puerto Rico "La Isla del Encanto" more throughly...

Puerto Rican Flag

Puerto Rico, officially the Commonwealth of Puerto Rico. The island is 100 miles long by 35 miles wide and as a result of its geographical position in the center of the arc of the Antilles, Puerto Rico is essentially a crossroads of Hispanic and Anglo cultures. Puerto Rico has been a part of the United States since 1898 and Puerto Ricans have been U.S. Citizens since 1917.

Island of Puerto Rico

Close to 4 million people live on the "The Island of Enchantment", with more than a million in the greater San Juan metropolitan area alone. It is a vibrant, modern, bilingual, multicultural society, one that has been molded by Spanish, African, Indian and U.S. influences. Residents in PR have much in common with their fellow Americans in the United States, but still maintain decidedly their Hispanic heritage.

The climate is as close to perfect as it can get, averaging 83 degrees Fahrenheit in the winter and 85 degrees Fahrenheit during summer. Safe to say its always summer!

Green Beach - Vieques, Puerto Rico

Much of Puerto Rican culture centers on the influence of music. Like the country as a whole, music has been developed by mixing other cultures with local and traditional rhythms. The Caribbean has a well-deserved reputation as a quiet, laid-back place, where hammocks are more common than parties. But Puerto Ricans, however, truly know how to party, and the nightlife in the island's bigger cities and resort hotels rivals even the world's most cosmopolitan cities. With numerous restaurants of all tastes, great variety of stores, casinos, spectacular golf courses, and plenty of nightclubs Puerto Rico is picture perfect!

Morro- Old San Juan

Both Spanish and English are the official languages, and the local currency is the U.S dollar. Best of all you DON'T need a visa or a passport to enter Puerto Rico from the U.S.

So get ready to relax, explore local exotic hideaways, enjoy miles of sandy white beaches, mountains, valleys and rainforests. Open up to new history and culture, take pleasure in the exciting nightlife and entertainment. Surround yourself with warm and friendly people and discover why Puerto Rico Does It Better!

Bienvenidos a Puerto Rico - Welcome to Puerto Rico .....Dive Right In!

References:
Puerto Rico Tourism Company. http://www.gotopuertorico.com/
Welcome to Puerto Rico. http://welcome.topuertorico.org/index.shtml
VIDEO: Promo Turismo Puerto Rico 2009. http://www.youtube.com/watch?v=atqPHxF9wWQ&feature=related

Welcome To Puerto Rico!

2010-10-04T16:22:00.000-07:00

Hola!! Welcome & get ready to Dive IN!: Events, Conventions & More... Here you will be able to get all the necessary information about the beautiful caribbean island of Puerto Rico. Now this blog is not a traditional tourist blog but it also demonstrates the services and opportunities the island offers within the entertainment industry and in the production of events and conventions. In addition, the blog includes a number of different topics like finance, legal, trends, etc. regarding the event planning industry. C'mon Dive IN!

For extra information of the island's history, culture, nightlife, and more. You can access the official Puerto Rico Tourism Company website.