EventInterface.com

Introducing EventInterface on iOS7

noreply@blogger.com (EventInterface) — Wed, 18 Sep 2013 22:48:00 +0000

The long awaited Apple iOS7 rolled out today, and the new iPhones are hitting the market this coming Friday. At EventInterface we’re ready with the updated version of our mobile app for the new operating system and phones. Our app mirrors the simplicity of the operating system with stylized function buttons. It remains fully integrated with the online system for planners and attendees.

Planners can check in attendees, scan nametags, share documents, video and photographs. They can communicate via chat and text with registered attendees and view planning documents. Attendees can review their registrations or ticket purchases, bring up QR-coded confirmations, view and upload event photographs, view documents shared by the planner, chat with other attendees, scan nametags to collect contact details and participate in event forums.

The EventInterface App is free for planners and attendees and is used in conjunction with the EventInterface.com event management software. Download the App here. To get iOS7 on your device, just go to your settings, then select "General" and "Software Updates."

More information about EventInterface here.

Launching Event TALK! For Planners by Planners.

noreply@blogger.com (EventInterface) — Wed, 15 May 2013 23:36:00 +0000

SCOTTSDALE, Ariz. (May 15, 2013) EventInterface.com, a Scottsdale-based event management software and attendee engagement software company launched Event TALK! a bi-weekly podcast show by planner for planners broadcast on the Entrepreneur Podcast Network.

“Working with planners we are asked many questions that have nothing to do with our software.” said Al Wynant, company CEO. “Many times our staff becomes a consultant to the planner. We believe that providing a content-rich podcast in which the best professionals around the country share their advice would be a fabulous additional resource to planners.” Wynant said.

EventInterface.com is partnering with the Entrepreneur Podcast Network in the production of the show. Eric Dye is the host. The inaugural show features Wynant who talks about why the show has been created and the types of topics that will be covered.

Upcoming guests are Valerie Bihet, Founder of The V!BE Agency in Miami, FL. who talks about best practices; Darren W. Johnson, Event Producer, Best Selling Author and Corporate Event Trainer will talk about the importance of site visits; Andy Perez, PR Guy Extraordinaire will talk about the do’s and don’ts of event public relations.

Catch the show at http://www.eventinterface.com/resource-blog.

ABOUT EVENTINTERFACE.COM
EventInterface provides innovative and cost-effective Web-based and mobile App software for meeting and event planners. We are a robust registration tool that lets planners manage registrations, speakers, private event social networks, virtual events and collaborations. We're one solution to manage all aspects of an event or meeting, and the software has been designed by planners for planners. Our clients include the Association of Fundraising Professionals, Expedia, Soroptomists, Up with People International Alumni Association, AHS, NAISA, Research Corporation Technologies among many others. The company is based in Scottsdale, AZ. More information at http://www.EventInterface.com.

Enough with the ice already.

noreply@blogger.com (EventInterface) — Wed, 06 Feb 2013 16:58:00 +0000

I don’t have anything against ice-sculptures. Amazing artists create stunning translucent sculptures. Sadly these creations are temporary, lasting only a few hours. You rarely see the artist at work, and pictures never do the piece justice. Recently I went on a quest to find a more unique and permanent way to bring logo artwork into events.

During my research I came across a few recreations of company logos used at events. At closer inspection I learned they were made of LEGO block. Having won a LEGO building competition many years ago I was intrigued. My search led me to Mariann Asanuma, a former Master Model Designer for LEGOLAND California.

Mariann found her fascination with LEGO at an early age when she received her first set at the age of six. Born and raised in the San Diego area, she is a self-taught LEGO artist. When LEGOLAND opened in Carlsbad, CA in 1999 she fought hard to get her dream job. It took her 4 years to prove herself and get the coveted position. Visiting the park, you will recognize some of her handiwork. She worked on the life-size pirate, a four foot long lady bug, the Miniland Las Vegas sign and many others.

Mariann continued her Lego journey becoming the world's first female freelance LEGO Artist and LEGO instruction author in early 2007. She has authored two books “How to Build a Round Ball with Square Bricks!” and “Beyond the Ball”. Now Mariann dedicates herself to designing and building custom LEGO models, speaking and special events. She was commissioned by Warner Brothers Interactive to design a mosaic for their ”LEGO Batman the Video Game” Launch Party hosted at the Natural History Museum in New York City in September 2008. Google hired Mariann to create their Chrome logo for their 4 year anniversary. The sculptures reflected the client’s needs and have become more enduring centerpieces of the events they were built for.

Using LEGOs to create your event centerpiece may not work for all events. It is however an interactive, creative and investment outlasting any ice sculpture. Interested in incorporating LEGOs into your event? Learn more about Mariann and her services here.

See pictures of Mariann's creations here.

- Al Wynant

Dutch hospitality and whimsy

noreply@blogger.com (EventInterface) — Sat, 08 Dec 2012 22:00:00 +0000

Dutch hospitality, imagination and a sense of history are reflected in this newly opened hotel in Zaandam, The Netherlands. Minutes from Amsterdam and with a direct train connection from the international airport of Schiphol, this hotel is ideally located for any meeting or event.

Inntel Hotels, founded in 1982 has a handful of properties around Amsterdam and Rotterdam, each modern with friendly service and a unique sense of design. We were drawn to their property in Zaandam, just minutes away from Amsterdam. Built to look like a group of stacked Dutch row houses, the hotel is striking and perhaps a little puzzling to look at. It offers 160 guest rooms and meeting facilities for up to 350 attendees. The 4-star property is located next to the Zaandam train station and offers its own Tourist Information Office.

MEETINGS

The Inntel Hotels Amsterdam Zaandam offers flexible meeting space. It supports small meetings to conferences with 300, and receptions for up to 350 guests. Meeting spaces are modern, with an industrial style finish, honoring the area’s manufacturing past. All meeting spaces are air-conditioned, have 10 feet + ceilings, offer complimentary WI-FI, and dedicated staff.

The hotel offers meeting specials that include everything you need to host a successful meeting. Packages start at a 4-hour deal and go all the way up to a 32-hour package. Called the Saen Special, the 4-hour package include meeting room space, note paper and pens, use of flip-chart or whiteboard with markers, LCD projector with projection screen, office supplies, and unlimited coffee, tea and ice water. Longer packages include intercontinental breakfast buffets, lunch buffets, 3-course dinners and overnight stays in a Taste Deluxe Room.

GUESTROOMS

The hotel features 160 air conditioned rooms, and all of them are unique. Rooms are modern and spacious with plush bathrooms and beds. Some rooms offer Montis sitting areas, extra-large beds, a whirlpool bath and private sauna. We especially like the large mural depicting the regions proud history and people.

FOOD AND BEV

The onsite restaurant Puur Saen presents seasonal meals made from local ingredients. The menu is friendly for an international clientele with options ranging from local to Italian, American, Mediterranean and Asian inspired dishes at reasonable prices. For groups, the hotel has a unique offering of interactive dinner games to entertain guests.

RELAX

The hotel offers a well-equipped Wellness Club with indoor swimming pool, Finnish sauna, Turkish steam bath and a Life Fitness Gym. Massages are offered also.

MORE INFORMATION

To learn more, book your meeting or event at the Amsterdam Zaandam click below. More pictures at http://www.eventinterface.com/blog-article?id=95

http://www.inntelhotelsamsterdamzaandam.nl/Inntel-Hotels-Amsterdam-Zaandam.html

- Al Wynant

Partnering for success

noreply@blogger.com (EventInterface) — Sun, 02 Dec 2012 22:00:00 +0000

Collaboration; how one festival skyrocketed to success in its first year. More than 350 collaborators, hundreds of volunteers and countless science, technology, engineering and math professionals came together to produce over 200 events for 220,000 plus attendees.

Read the full post here.

EventInterface launches iPhone App that enhances the event attendee's experience

noreply@blogger.com (EventInterface) — Thu, 16 Aug 2012 01:08:00 +0000

EventInterface continues to revolutionize the planning experience for meeting planners and their attendees. Our newest tool, the EventInterface iPhone App enhances the attendee’s experience by placing all event data, communication tools and event social media at their fingertips.

“The App was designed to seamlessly fit in with our online management tool.” said Rod Bridges, company CTO and App Lead Developer. “Some registration software companies provide ticket scanning tools. Some companies provide costly one-time use Apps for conferences. At EventInterface, we aimed to provide the planner with an App that streamlines operations and engages the attendee, creating a much richer and more valuable event experience at no extra cost.” said Bridges.

The EventInterface iPhone App allows attendees to quickly access event confirmations and QR-Coded tickets. They can view and share event photographs. Planners can easily post schedules, event documents and videos to view pre-, during and post-event. Attendees can effortlessly gather other attendee contact information by scanning QR-Coded nametags. The App’s chat feature invites attendees to communicate with other attendees at the event using the App, a great tool to ask questions, set meetings, find each other, and even send pictures to other users. The forum feature allows attendees to view and participate in event specific forums. There are event directions and a growing library of planner resources.

The EventInterface iPhone App is free to download from the App Store. This powerful and innovative App is for Meeting and Event Planners who plan and manage events using EventInterface.com. Click here to download the free EventInterface iPhone App.

To learn more about EventInterface, visit EventInterface.com.

An invitation hard to resist.

noreply@blogger.com (EventInterface) — Thu, 05 Jul 2012 17:29:00 +0000

This summer, Seattle celebrates the 50^th Anniversary of the 1962 Seattle World’s Fair. We thought this would offer us a great opportunity to take a fresh new look at the city, and boy, we are not disappointed. Seattle is a vibrant city with fabulous venues, amazing new exhibitions, an exciting food scene, and attractions galore. With so many unique options to attract attendees and entertain them before, during or after the event, how can you resist an invitation to meet in Seattle?

Read the whole story here.

W Hotel Seattle

The new Le May Car Museum in Tacoma
Photo courtesy of David Imanaka

The Chihuly Garden and Glass Exhibition

Read the whole story here.

Stunning views, first-rate service.

noreply@blogger.com (EventInterface) — Tue, 03 Jul 2012 18:23:00 +0000

Set amidst stunning desert vistas, the Arizona-Sonoran Desert Museum offers one-of-a-kind meeting and event spaces for corporate events, conferences and social gatherings. The Arizona-Sonora Desert Museum is a world-renowned zoo, natural history museum and botanical garden, all in one place! Exhibits re-create the natural landscape of the Sonoran Desert Region so realistically visitors find themselves eye-to-eye with mountain lions, prairie dogs, Gila monsters, and more. The Museum grounds, features more than 300 animal species and 1,200 kinds of plants. There are almost 2 miles of paths traversing 21 acres of beautiful desert.

Founded in 1952 by William Carr and Arthur Pack, the Desert Museum is a private, nonprofit organization dedicated to the conservation of the Sonoran Desert. Our current operations and future

The museum offers a variety of spaces for private parties and events, and although museum exhibits are closed after 5 p.m., all can be kept open for an event or meeting.

One of the museum’s newest venues, the Priscilla V. Baldwin Education Building is a versatile contemporary space, accommodating up to 200 guests for receptions, meetings and formal dinners. The building overlooks a beautiful desert vista and has a glass panel wall that opens up to an outdoor balcony.

The lush Desert Garden features two water ponds, bricked garden spaces, shaded seating areas, and private interior garden areas, an ideal location for a pre-dinner reception.

The Ironwood Terraces outdoor patios offer views of the Sonoran Desert unparalleled by any other banquet facility. Both the indoor and outdoor areas open onto beautiful desert vistas. The outdoor terraces will accommodate up to 130 inside and 170 - 230 guests outside. The combination of dining areas can accommodate up to 500 guests.

The Ocotillo Café is the museum’s regional, fine dining restaurant. It will accommodate 60 indoor dining and 30 outdoor dining on the private patio in a contemporary, private dining space.

Catering at the Arizona Sonoran Desert Museum is provided by onsite Ironwood Food Services. The chef specializes in combining foods that are indigenous to the Sonoran Desert to create sumptuous dishes in a wide range of menu options.

To inquire about availability and rental fees, contact (520) 883-1380 ext. 196 or online here. See more pictures on our Facebook page. Many more articles at the EventInterface Resource Blog.

- Al Wynant

Pictures by Al Wynant

Welcoming our newest Advisory Board Member

noreply@blogger.com (EventInterface) — Tue, 03 Jul 2012 18:18:00 +0000

EventInterface.com is pleased to announce the appointment of Dave Saunders to the Company Advisory Board. Dave brings more than 20 years of experience and success in driving profit improvement, leading business growth, establishing and scaling operations and building operationally-focused teams. He has served a variety of industries including technology products and services, manufacturing, distribution, professional services and B2C services. He has held financial leadership positions with public and private companies ranging in size from start-up and middle-market to serving as the CFO for a $3 billion business segment of a global technology business.

Dave earned his Bachelor's Degree in Business Administration and Master’s Degree in Accounting from the University of Iowa. He is a Certified Public Accountant, a Certified Management Accountant and a Lean / Six-Sigma Greenbelt. Dave is currently a Partner with a CFO services firm where he provides financial leadership to several high growth technology, distribution and manufacturing businesses and assists them in improving profits, increasing cash flow and driving business value. “We’re delighted to have Dave on our Advisory Board” said Al Wynant, EventInterface CEO. “His ability to help us achieve our business objectives and increase the value of our company will greatly benefit our team.”

Be yourself, be creative, take chances!

noreply@blogger.com (EventInterface) — Wed, 23 May 2012 15:00:00 +0000

Imagine, classic rock pounding, a silhouetted artist stands before a wall-size canvas clutching six brushes at once, wielding them like a rock ‘n’ roll drummer. As furiously wrought images of icons like Mick Jagger and Marilyn Monroe emerge, artist Brian Olsen swivels and jumps, attacking the portrait with fistfuls of paint. The crowd goes wild.

Read the full story here.
Learn more about EventInterface here.

Be inspired

noreply@blogger.com (EventInterface) — Tue, 22 May 2012 17:00:00 +0000

Finding new and creative ways to make your events stand out can be a challenging task. One has to find a theme, décor, entertainment, food and beverage that work with the theme, and design the overall experience of the event.

On many occasions, one ends up in a ballroom, with yet again the same meal, same linens, familiar looking center pieces, the only band in town good enough to play the event, as the previous event. Rarely though do you get to attend an event where all pieces gel into a wonderful experience for the attendee.

Finding inspiration however has never been easier. The internet is full of sources and ideas to make your event stand out from the crowd. Our current favorite is Pinterest, a scrapbook type website on which individuals or companies "pin" their favorite photographs, much like a traditional scrapbook, but online. Those ideas can then be shared with the world. Browsing the site we have found some fantastic inspirational sources.

Miss Millionaires’ Caviar Affairs Pinterest album is stunning album with almost 900 inspirational posts and almost 12,000 followers. Overall, this person has more than 34,000 pins in a variety of categories.Definitely worth a visit!

A sampling of pictures from Miss Millionaires’ Caviar Affairs Pinterest album.

Type in event décor, special events, catering and thousands of inspirational “pins” populate the screen. Start being inspired today and sign up for your own free Pinterest account.

Find more inspirational stories in our Resource Blog here.

Learn more about EventInterface here.

Building your brand with schwag

noreply@blogger.com (EventInterface) — Tue, 22 May 2012 16:35:00 +0000

As a planner you get to agonize over the types of goodies or schwag you want to distribute at meetings. I don’t even recall the many items I’ve received in registration welcome packets. At first, I found extra space in my suitcase and took the items home, only to toss them in a box in the garage. Once a year, usually when unpacking the Christmas decorations, I’d discover the box and it would be donated to a charity shop. Rarely would I keep an item. I do feel guilty about that, it seemed like such a wasted effort of time and money. As an attendee I now rarely even take an item home.

Meeting clients however still want to give away schwag, and there will always be an audience for stuff. It is determining what to give away and its potential impact during and post-conference that is key to the success of the giveaway and your brand. It doesn’t help the cause if a large percentage of your attendees leave the stuff in their hotel rooms upon departure. Once I asked hotel housekeeping to track items tossed during a conference. In this casual observation we learned that more than 75% of the attendees left their schwag upon checkout. Who knows how many chucked out the items when they got home? This obviously was waste of money.

I don’t think there is a magical solution, but I reached out and asked other planners and attendees what they consider schwag worth taking home and therefore valuable to your brand.

HERE IS A LIST OF THOSE DESIRABLE ITEMS

1. Designer laptop sleeves with discreetly placed event or vendor logo.

2. High quality, well designed pens.

3. First-class thermal coffee mugs to be used at the event, and then taken home.

4. Well-made t-shirts or sweaters with discreetly placed event or sponsor logos.

5. Thermal blankets with subtle logo. At least half of your audience will be too cold during sessions in hard to control meeting and ballrooms. Attendees will love these blankets, and since you no longer get them on the plane, they are great for the trip home too.

6. Care package of personal goodies including a nutrition bar, water, sunscreen, candies, product samples and more. Stuff to sustain attendees during the conference.

7. Usable coupons or offers for items during the conference. A Starbucks gift card to be used at the coffee house in the venue, a complimentary cocktail offer at the resort bar, etc…

8. An item suggested by some, but perhaps out of range for most was the iPad. If you’re hosting that conference, let me know. I want to attend!

Share any items you have received or given to your attendees. I’ll include them in an update to this post. Click here to message me.

Thanks to everyone who sent in suggestions for this post!

See more helpful advice in our Resource Blog here.

Learn more about EventInterface

Inspired by champagne and caviar, this new hotel does not fail to impress.

noreply@blogger.com (EventInterface) — Mon, 21 May 2012 16:30:00 +0000

Open just a few months, the new Trump International Hotel & Tower Toronto is garnering high praise. It was just named one of the best new hotels in 2012 by Travel + Leisure Magazine. Located in the heart of downtown Toronto at the corner of Bay and Adelaide Streets, the hotel is located on the 11^th through the 30^th floor in Canada’s tallest residential building at 65 stories. This is Trump Hotels’ first foray north of the border. Toronto is definitely booming, with at least 4 new properties opening this year. It is near the newly expanded Royal Ontario Museum and the Toronto International Film Centre building. Many of the 261 rooms and the stunning 12,000 square-foot health club and spa have views of Lake Ontario and the CN Tower.

Read the full story here.

Learn more about EventInterface here.

Great Destinations: The City Beautiful

noreply@blogger.com (EventInterface) — Mon, 21 May 2012 16:30:00 +0000

With more than 6.5 million feet of convention and meeting space, the second largest convention center in the United States, hundreds of hotels, this city is the ideal location to hold an annual meeting, tradeshow or convention.

Orlando is a world-class meetings destination that hosts more than 3 million delegates each year, and offers a variety of facilities that accommodate small groups as well as large citywide conventions and trade shows. The Orange County Convention Center is ranked second in the United States in terms of exhibition space with more than 2.1 million square feet. The Center also offers 479,190 square feet of meeting rooms. There are more than 11,000 hotel rooms within walking distance of the center. An additional 4.6 million square feet of meeting space is available in the area's hotels and cultural venues.

Exterior of North/South Building at the Orange County Convention Center
© 2012 Visit Orlando

A SUSTAINABLE, SMART MEETING DESTINATION

More and more of Orlando is going green. The area’s attractions, hotels, restaurants, corporations and civic leaders are all engaged in ongoing efforts to develop sustainable practices and programs to transform Orlando into a leading environmentally-conscious city.

Central Florida offers an impressive – and growing – array of accommodation options certified by Florida’s Green Lodging program. More than 100 Orlando-area hotels have become designated properties in this program managed by the Florida Department of Environmental Protection. To achieve this recognition, the facilities must follow certain eco-friendly practices including water conservation measures through low-flow plumbing fixtures; linen reuse programs; energy efficiency and programmable thermostats; waste reduction programs such as recycling, purchasing items in bulk and purchasing recycled materials; as well as the use of green cleaners, high-efficiency air filters and clean air handler units.

Loews Portofino Bay Hotel at Universal Orlando Resort
© Loews Hotels

Among the convention center hotels to achieve this distinction are the JW Marriott Orlando Grande Lakes, Loews Portofino Bay Hotel at Universal Orlando Resort, Ritz-Carlton Grande Lakes, Orlando World Center Marriott Resort & Convention Center, Rosen Centre Hotel, Rosen Plaza Hotel, Rosen Shingle Creek and the Peabody Orlando. A comprehensive listing of Orlando green-certified hotels can be found at the Florida Department of Environmental Protection website.

Peabody Orlando King Suite
©2012 Peabody Hotel Group

NEW AND EXCITING VENUES

Along with Orlando’s theme parks and world-class hotels, the city’s collection of unique venues for teambuilding activities, cocktail receptions and other special events keeps on growing.

Eco-minded groups will love Forever Florida, a 4,700-acre ranch and wildlife conservation area in the heart of Central Florida. The ranch debuted a new Zip-line Safari Experience, which includes a hike on Florida’s Trail (one of only eleven National Scenic Trails in the country) to the zip-line course where participants can speed over treetops 55 feet above the ground at 25 mph. Indoor event facilities include the Cypress Restaurant and Visitor Center for groups as large as 200 people. Planners with corporate responsibility on the brain will appreciate that thirty percent of tour revenues go directly back to Forever Florida’s conservation efforts.

Grand arrival at Grande Lakes Orlando Resort
Photo courtesy of Grande Lakes Orlando Resort.

Another new outdoor teambuilding option is available at the popular Grande Lakes Orlando Resort, which includes the 584-room Ritz-Carlton, Orlando and 1,000-room JW Marriott. The resort opened The Grande Lakes Adventure Course for groups up to 30 people. The course offers a playground of high wire experiences including aerial walkways, dueling zip-lines, a 40-foot swing and a ropes course for teambuilding challenges. Cubicle dwelling attendees can breathe easy - the course is built for children as young as eight.

Break out of the boardroom with a rousing round of healthy competition at Disney’s Wide World of Sports Complex, which was re-named the ESPN Wide World of Sports Complex in February 2010. The 220-acre complex encompasses a multitude of venues for meeting and event options including a 271-seat restaurant, a 9,500-seat Major League Baseball park and the 70,000-square-foot Milk House, an indoor sporting facility. Newly introduced teambuilding and special event options include an ESPN Poker Club Challenge, tailgate parties with truckloads (literally) of food for up to 1,000 guests, sporting tournaments (choose from softball, volleyball, soccer, or flag-football) complete with cheerleaders and announcers, team challenge scavenger hunts and Sports Central, a “sports bar meets television studio” event where sportscasters joke and jab with guests.

Sak Comedy Lab, Orlando’s popular improv comedy theater, is housed in an 8,000-square-foot space at the CityArts Factory. The downtown theater offers private shows and interactive teambuilding seminars for groups up to 200 people. The venue’s newest offering, “Cocktails & Comedy,” starts off with a round of drinks and follows with a live improv performance by Sak’s world-famous comedians. Sak’s unique approach of gathering information about a group beforehand makes for a hilarious and personalized experience. And if a group is stuck in the boardroom, the Sak team will travel. At Pointe Orlando within walking distance of the Orange County Convention Center, the Improv Orlando is both a comedy club and the Fat Fish Blue restaurant under one roof. The comedy club accommodates seated functions up to 350 guests, and the Mardi Gras-themed Fat Fish Blue seats up to 300 for private events.

The Amway Center, Orlando’s new arena opened in October 2010, is steps from downtown Orlando and serves as the home of the Orlando Magic NBA basketball team. The 875,000-square-foot center features the largest high-definition scoreboard in NBA history, 20,000 spectator seats and a slew of new amenities including 70 suites at three levels. For private events, the center offers a hospitality room overlooking downtown Orlando, the rooftop Sky Club bar, a full-sized practice court seating 500 for events, and five banquet rooms and one boardroom on the club level floor. The 31,000-square-foot arena floor is also available for exhibitions, meetings and events.

Riders on Manta, SeaWorld Orlando’s new attraction, get ready to drop over 100 feet
and find out what it’s like to spin, glide, skim and fly like a giant ray as they experience
the only flying roller coaster of its kind in the world.
Photo by – Jason Collier, SeaWorld Orlando

SeaWorld’s Manta roller coaster attraction can be used for special events during the park’s after hours. The hybrid attraction is part rollercoaster, part animal encounter with more than ten aquariums holding about 3,000 fish and rays. Cocktail receptions and dinners can be held inside the aquarium exhibit area for groups up to 600 and can include use of the 60-mph coaster.

The Wizarding World of Harry Potter™
© 2012 Universal Studios

Universal Orlando Resort’s famed land, The Wizarding World of Harry Potter at the Islands of Adventure theme park is also a themed wonderland for meeting events. Inspired by J.K. Rowling’s Harry Potter book series, the park includes shops, dining, rides and attractions that bring the book’s setting, the world of Hogsmeade, to life. Groups can enjoy an exclusive performance by the Frog Choir - a group of Hogwarts students who sing along with their croaking frogs, or cheer on the Hogwarts students as they march from Hogswarts castle to the Triwizard Tournament.

PLANES, TRAINS AND AUTOMOBILES

It’s a breeze getting to and from Orlando. Orlando International Airport (MCO) has more than 30 scheduled airlines, four charters and five cargo companies provide non-stop service to 88 destinations in the United States and 24 international cities. The airport is located about 15 miles from the Orange County Convention Center.

For ground transportation and parking information click here.

The city is also services by Orlando Sanford International Airport with eight airlines serving 31 U.S. and 17 international destinations, and Orlando Executive Airport.

Train service is available to Orlando as well. Amtrak serves Florida with the daily Silver Star and Silver Meteor trains from Orlando, Winter Park and Kissimmee and south to Miami or north to New York, making connections with Amtrak trains from the Midwest and Canada. Nearby in Sanford, Amtrak also operates the daily Auto Train overnight without scheduled stops to Lorton, Va., a Washington D.C suburb, carrying passengers and their cars, minivans, SUV’s and motorcycles. More information is available atAmtrak.com.

LYNX, Central Florida's public transportation system, provides economical and dependable bus service in Orange, Osceola and Seminole counties. LYNX bus stops are marked with a pink "bus'' or "paw" print and include the route numbers served at that stop. Buses run in 15, 30 and 60-minute intervals, depending on location. Complete schedules are available online at golynx.com. LYNX also operates LYMMO, a free circulator bus in downtown Orlando with 21 stops reaching from the Amway Arena to City Hall. LYMMO buses run every five to 10 minutes.

For more information about holding a meeting in Orlando, visit orlandomeeting.com, call the Visit Orlando Convention Sales department at 800-662-2825 or 407-363-5847 or email Visit Orlando at sales@orlandocvb.com.

With appreciation to Visit Orlando for their support with this post.

Learn more about EventInterface here.

Trendy food trucks and a laser wall

noreply@blogger.com (EventInterface) — Mon, 21 May 2012 16:29:00 +0000

About 100 committee members and Phoenix Art Museum supporters gathered at Scottsdale Air Center on April 25 for a casual pre-pARTy for the museum’s fall soiree. The 7th annual pARTy is scheduled for Nov. 3, 2012.

Read the whole story here.

Learn more about EventInterface here.

Going the extra mile

noreply@blogger.com (EventInterface) — Mon, 21 May 2012 16:29:00 +0000

This city prides itself on going the extra mile for meeting and event planners, and since we’re talking about the Mile High City, Denver, that statement doesn’t seem cliché. Denver offers a stunning array of venues, resources and activities to please any meeting planner. In this post we’re highlighting new and refurbished hotels, a few venues and the iconic Denver International Airport.

Read the full article here

Learn more about EventInterface here

Bring it to the Beach

noreply@blogger.com (EventInterface) — Mon, 23 Apr 2012 00:27:00 +0000

Long considered a premier vacation destination, Virginia Beach has become a top choice for meeting planners in recent years. The seaside resort’s mild, year-round climate adds to Virginia Beach’s appeal as the perfect meeting destination for every season. It offers the excitement of a large metropolitan area, nestled in the mild climate of a rich coastal atmosphere.

Center stage is the Virginia Beach Convention Center, the nation’s first LEED® Gold Certified for Existing Buildings Convention Center, and offering more than 500,000 gross square feet of flexible meeting space, including a 150,000 square foot, column-free exhibit hall; nearly 29,000 square feet of meeting space and a state of the art, 31,000 square foot ballroom. Located just blocks from the Virginia Beach oceanfront, the Convention Center offers competitive rates, a seasoned staff and 2,209 free parking spaces.

UNIQUE VENUES

Virginia Beach boasts a variety of unique venues for a themed event or special dinner. The Sandler Center for the Performing Arts, located at Town Center, is a 1,300-seat performance venue hosting artists of regional and national acclaim. For a truly grand affair, meeting planners can host an evening reception in the Sandler’s grand lobby, with sweeping staircases and an exquisite chandelier providing an elegant backdrop.

Stroll through the Contemporary Art Center of Virginia, which can accommodate 350 guests, and enjoy exhibitions from international artists. Explore the ocean depths at the Virginia Aquarium & Marine Science Center during an evening reception for 2,000. It is home to 800,000 gallons of aquatic habitats, 300 interactive exhibits and an IMAX theatre. Now open is the Aquarium’s new Restless Planet permanent renovation, featuring 12,000 square feet of spectacular new habitats and exhibits, 110,000 gallons of aquariums, 6,000 new animals and 367 new species. The renovation more than doubled the animal collection at the resort city’s largest attraction and unique meeting venue.

HOTELS

The resort city boasts 12,000 hotel rooms citywide and 3,500 committable rooms within a two-mile radius of the Convention Center. New properties include a SpringHill Suites by Marriott at the Virginia Beach oceanfront and a Westin located at the Virginia Beach Town Center. Additionally, the Holiday Inn North Beach recently completed a substantial renovation resulting in all-new guest rooms and other amenities.

In 2008, the city was named a “Virginia Green Destination” in the Commonwealth, as a result of the Virginia Beach tourism and hospitality industry’s commitment to decrease its impact on the environment and provide environmentally-friendly alternatives for visitors. To date, 120 Virginia Beach hospitality businesses are certified by Virginia Green, including restaurants, hotels, attractions and events; in fact, 35% of all hotel rooms in the city are certified as “green.” Virginia Green even considers the city as a model for other destinations throughout Virginia. For more information, click here.

GETTING THERE

Norfolk International Airport is located just 20 minutes from the Virginia Beach oceanfront, hosts most major airline carriers and offers 200 flights daily. Virginia Beach offers a myriad of options including Hampton Roads Transit, taxis, shuttles and the Virginia Beach Wave, a state-of-the-art hybrid-electric bus system providing eco-friendly shuttle service at the oceanfront.

AFTER THE MEETING

After the meeting, tee up on award–winning golf courses, kayak through a wildlife refuge, charter a fishing boat and relax at a spa. Discover Virginia Beach's new downtown, Town Center, spanning 17 blocks of upscale retail, outdoor cafés exclusive dining and nightlife, as well as the new Sandler Center for the Performing Arts. Indulge your taste for Coastal Cuisine at more than 300 restaurants and savor local favorites such as Chesapeake Bay crab cakes, striped bass, she crab soup and oysters on the half shell.

GETTING STARTED

Meeting planners will enjoy the ease of event planning with specialized services and features such as customized site inspection tours of Virginia Beach, the Convention Center, hotels and attractions. The Virginia Beach CVB also provides professional advice and assistance in planning off-site events for convention and group gatherings; assistance in attendance-building materials, such as brochures, maps, and DVD/video; an Online Services Directory with helpful tools to ensure a successful event; as well as housing and event reservations assistance with Passkey, the industry leader for online group reservations management. Click here to visit the Virginia Beach CVB.

- Al Wynant

Planning Events, a step-by-step guide - Part 2: Budgets

noreply@blogger.com (EventInterface) — Mon, 23 Apr 2012 00:21:00 +0000

In the first installment of our “Planning Events, a Step-by-Step Guide” we addressed some key questions to ask at the start of the planning process, as well as how to develop an event committee. Click here to read the post. In this week’s post we are addressing how to develop an event budget. Before starting the budgeting process we ask yourself some key questions. The answers will help guide the development of a robust event budget. Click here to read the full post.

Money, money, money, it's...

noreply@blogger.com (EventInterface) — Mon, 09 Apr 2012 01:22:00 +0000

Our latest in Good Advice tackles the event and conference budgeting process. I happen to enjoy this task and find satisfaction in meeting budgets, or doing better than anticipated. Planning a budget may sound daunting. Keeping a few simple rules in mind, the process really isn’t that challenging.

We’ve asked planners around the country for their best budget planning tips, mainly on how to budget wisely and save. The ideas and feedback were plentiful. In future posts we will address how to plan for very specific aspects of your event or meeting. In this first “budget” post, we’ve compiled some overall good ideas to share.

So here you have it, budget saving tips from professionals in the field.

Clockwise:
Cassie Brown, CSEP; Greg Jenkins;
Deborah Kattler Kupetz; Kateri J. Harried

CASSIE BROWN, CSEP
Chief Experience Officer with Tribble Creative Group in Charlotte, NC.

Cassie recommends having a well thought-out budget template that includes items that could be easily forgotten, such as a piano tuner, rider expenses, mileage and more. Remember things like permits and music licenses. She suggests rounding numbers, rather than using exact numbers. Paying close attention and understanding tax rates and hotel service fees help in the budget process, and avoid any unpleasant surprises later on.

GREG JENKINS
Partner at Bravo Productions in Long Beach, CA shares the following:

Greg finds that a best way to start is by reviewing the group's historical patterns. If you have a firm grasp of historical patterns, it's a great way to start planning a budget, and an excellent means to avoid wasteful spending. For example, how much food and beverage was actually consumed? What was actual attendance versus projected attendance?

Negotiate every supplier contract for a better rate. If every supplier you’re using reduces their cost by 5%, you will save a significant amount of money.

Set the meal count lower than expected. Hotels and most banquet facilities will often charge a penalty fee for reducing the count at the last minute, but not for increasing it. Venues always make sure to have a few extra meals on hand. It’s nice when you need them, and even better not to have to pay for them if you don’t. Also, request the venue to provide seasonal vegetables instead of more pricey items that are out-of-season such as asparagus, artichokes and exotic fruits such as mangoes, papayas, etc. Request pitchers of water, or water stations with cups instead of bottled water.

Research the venue's 'peaks and valleys' in deciding when to host your meeting or event. You'll likely to save some money when the venue is in less demand. You'll also be in a position to negotiate a better a contract with the venue.

KATERI J. HARRIED
Principal of Klover Events in Washington, D.C. shares the following advice:

When considering a location it is imperative you know whether the facility is union. Building this into your budget and timeline is an absolute must. Not doing so will significantly impact your bottom line and onsite operations.

Researching the cost of internet access for your meeting rooms is hugely important. You almost always need some sort of access whether it is for the presenter or the participants. Speaking from experience, I had one property in Chicago try to charge me $40,000 for 100 people to use Wi-Fi over a four day period. Don’t get bitten by this one. Different hotels structure this different ways, so make certain to glean all the options and consider all additional fees on top (hotel, local, taxes and gratuity).

DEBORAH KATTLER KUPETZ
Owner of dkkevents in Los Angeles, CA. dkkevents is known for its “green” event planning.
Deborah shares the following bits of advice:

Don't put dates on corporate materials so they can be reused, saving money year after year.

Use technology as much as possible to allow attendees to communicate well in advance of event. All materials should be available electronically. You wouldn't believe the number of materials that are thrown away without ever being read! I agree here with Deborah and share that EventInterface.com lets you do this easily for your events and meetings.

Avoid swag bags unless the items are absolutely necessary and utilitarian well after the event. Many event planners feel they need to include some sort of souvenir, but the majority of event attendees discard these items within days, even minutes of the conference's end.

Have you own tips to share. Send us a note and we’ll include it in our next Good Advice Budget post. Send your stories by clicking here.

-Al Wynant

Planning Events, a Step-by-Step Guide

noreply@blogger.com (EventInterface) — Mon, 09 Apr 2012 01:18:00 +0000

We’re thrilled to share this 6-part series with you. We will be coaching you in the art of event management. We’ll discuss the basic elements of coordinating events including setting goals, selecting a committee, developing a budget and crafting a planning timeline. We will teach you how to develop event sponsorships and promote your event. You will learn about the latest technologies and trends. At the end of the series you will have the confidence, knowledge and skills to manage your own event.

In this first installment we discuss the why, selecting a committee and the questions you need to ask yourself at the beginning of the planning process.

Click here to read part 1.

Great events: Celebrity Fight Night 2012

noreply@blogger.com (EventInterface) — Mon, 09 Apr 2012 01:12:00 +0000

The March 24 black-tie gala at JW Marriott Desert Ridge Resort & Spa honored Arizona Cardinal Larry Fitzgerald, Starkey Labs CEO and founder Bill Austin, and Discount Tire founder Bruce Halle and his wife, Diane, with the 2012 Muhammad Ali Celebrity Fight Night Awards.

Honorees Bruce and Diane Halle

America's Got Talent" sensation 11-year-old Jackie Evancho; Billy Crystal

There was no shortage of stargazing opportunities. GRAMMY® Award winning Reba McEntire returned for her seventh year as emcee of the event. To the surprise of the audience, a bald eagle was released into the room during the singing of the national anthem. That was followed by a performance from John Corbett.

Rita Wilson sings with Michael Johns

Previous fight Night honoree Bob Parsons, founder and executive chairman of Go Daddy, kicked off the evening with another surprise: a $1 million donation.

GRAMMY® award-winning musical director David Foster

Following the awards, David Foster directed musical performances by Rascal Flatts, Miley Cyrus, Rita Wilson, former American Idol finalist Michael Johns and 11-year-old America’s Got Talent contestant Jackie Evancho. Comedian Sinbad entertained with jokes and an impromptu performance. Lionel Richie closed the evening with hits including “Brick House", “All Night Long”, “Hello” and “Dancing on the Ceiling” in which Rascal Flatts joined him on stage.

Is that music coming out of the mouths of Fight Night founder
Jimmy Walker and actor Tom Hanks?

John Corbett; Jordin Sparks and Jason Derulo

The evening concluded with a special cake presentation from “Cake Boss” for Ali’s 70^th birthday.

Miley Cyrus on the red carpet

A live auction helped swell the coffers for the Muhammad Ali Parkinson Center at Barrow Neurological Institute and several other charities. Dinner at Reba McEntire’s Beverly Hills, Calif., home, with special guests Tom Hanks and Rita Wilson, went for $1.8 million from three bidders who paid $600,000 each. A vacation in Tuscany and dinner with Andrea Bocelli sold for $1.4 million, raising the total for Celebrity Fight Night XVIII to $9.1 million.

Article and photographs courtesy of azredbook.com

When a box of Band-Aids isn't enough

noreply@blogger.com (EventInterface) — Mon, 09 Apr 2012 01:10:00 +0000

Planning events can be great fun. Rarely does something seriously go wrong, but at times emergencies do occur. Many of these emergencies can’t be foreseen, but you can plan to manage most and minimize their impact.

In all my years of planning, I’ve seen many things happen, from a plane crash (fortunately no one died, but we had very serious injuries) to a car thief running through a barricade and being shot at by the police. I’ve seen someone stab himself, and someone fall in a pool and break a leg. Some emergencies are easily dealt with; others can be nightmarish to manage.

HOW TO PLAN FOR EMERGENCIES?

Early on in the process

One of the best pieces of advice I received early on was “hope for the best, but plan for the worst.” As part of the planning process I start by looking at the kind of event I am managing, and the type of audience the event will attract. Is the event held in a hotel ballroom, or are we hosting an outdoor festival? Each will have a different set of challenges.

Is the audience a group of young professionals or a busload of retirees? Here too, different risks may have to be considered. I start by looking at all the possible problems or emergencies that could occur. An older audience may have health issues and you may want to host a less adventurous or strenuous type of activity. A younger crowd may take advantage of being away from the office and live it up a little, or a lot.

Assembling a team

Assemble a committee and connect with the experts. If you are hosting an event at a resort or convention center, the venue will most likely have an emergency plan in place. Meet with the head of security, learn what their procedures are. Work with the venue’s staff to adapt procedures to your event. Insure that your whole team understands the emergency plan at the venue. This can be as simple as providing all staff and volunteers with a small card showcasing step by step procedures and phone numbers. We always educate our event staff and volunteers on the procedures in pre-event meetings, and a venue walk-through for all staff and volunteers is a must.

If you are hosting an outdoor event, your emergency contingency plan may become slightly more involved. You may have to assemble a team of experts, including the police and fire department, parks and recreation department, and your management team. Many more things must be considered here. Who is your audience, will you be serving alcohol, is the site easily accessible for emergency personnel, how do we layout the site to insure easy access and escape, how much security do you need to hire?

Learn if you need to hire a Head of Security for your event. I also like to bring in my event insurance professional at this time. Not only will they have a better understanding of what you are trying to accomplish, and will be able to insure you properly. They bring a vast knowledge of risks to the table, some you may not have considered.

Once you have your plans in place, write up instructions and distribute them to everyone! It’s great to have a plan, but worthless if no one knows about it.

Overall good advice

Although not possible for all events, consider collecting emergency contact information from your attendees. This will help you reach out to family in the event of an emergency. This can easily be accomplished via the event registration process.

Insure that you have identified the individuals who are trained to speak on behalf of the event. One wants to diminish the possibility of bad publicity in the event an emergency occurs.

Keep an eye on the weather and news reports for the city or region you are having your event in. If inclement weather is predicted, what are the triggers to cancel the event? Hosting a meeting in the Southwestern part of the United States in January may sound heavenly, but be sure to keep an eye on the weather, airports and flights. The weather may be amazing in Scottsdale, but Chicago O’Hare may be snowed in, greatly impacting arrivals and room night usage.

In case of expected inclement weather either at the event location or near major transportation hubs, consider providing computers or services for attendees to reschedule flights home.

Most problems at events seem related to medical issues. Be aware of food allergies, alcohol consumption, activities that may be strenuous. You can prevent issues by providing cooling spots, ample drinking water and ability for guests to order suitable meals. Outdoor events may require a first-aid tent to assist attendees overcome by heat or dehydration.

Working with volunteers use common sense. Don’t allow volunteers to set-up in sandals. Don’t allow volunteers to climb ladders or operate equipment for which a license is needed. Provide ample drinking water for your volunteers and don’t allow them to consume alcohol while working your event.

The bottom line

Although you can’t foresee every emergency or problem, develop a comprehensive contingency plan and insure that all stakeholders and staff know the procedures. Knowledge will insure that your team is confident in their ability to manage any problems and emergencies. “Keep Calm and Carry On” is my favorite borrowed motivational motto in case of an emergency.

For more helpful articles visit our company's blog here.

- Al Wynant

Inspirational surroundings

noreply@blogger.com (EventInterface) — Mon, 09 Apr 2012 01:06:00 +0000

With the 2012 London Summer Olympics a few months away, we thought it would be fun to take a peek at the possibility of using an Olympic Training Center for a meeting or conference. To our delight, the Colorado Springs’ U.S. Olympic Training Center offers space. The flagship training center for the U.S. Olympic Committee is the cornerstone for Team USA, and we think it would be fantastic to host a meeting at this inspiring location.

It’s definitely a unique spin on the traditional business meeting. The Olympic Training Center offers the stimulating surroundings of an elite athlete training environment and the Olympic Movement. The center has more than 20 meeting rooms on 32 acres of land. The Training Center’s largest meeting room, the West Wing Conference Center, is approximately 4,114 square feet and can host more than 200 people. All on-site meeting rooms offer audio visual equipment to aide with presentations and communications to satellite locations.

In addition to meeting space, the Training Center offers reception spaces in both the Visitor’s Center Hall of Fame Rotunda, and various gym locations, which have the potential to host gatherings for 350 or more guests.

Need a team building activity? Businesses have an opportunity to view or participate in an Olympic or Paralympic sport while on site. The ability to learn, grow and bond through sport at one of the top training facilities in the country is truly a once in a lifetime experience. The Training Center environment inspires excellence and teamwork.

Visit the website by clicking here or call 1 (888) 222-2313 for more information.

To find hotel accommodations by the center, visit the Colorado Springs Convention and Visitor Bureau website by clicking here.

To view photographs of the facility click here.

How to set registration fees

noreply@blogger.com (EventInterface) — Tue, 13 Mar 2012 21:54:00 +0000

Setting registration prices for conferences can be a contentious process. It’s a procedure not necessarily enjoyed by planners or committees. It can become an emotional roller coaster and it usually lacks a strategy. Developing registration prices has to do as much with meeting budgets as offering opportunities for a large number of people to attend.

At EventInterface we’ve seen a wide-ranging variety of strategies and pricing models. We don’t think we can say that one is better than the other, but we’ve gaged insight into what makes some groups more successful than others. One thing that stands out is the necessity to offer a great program tied to a sound registration strategy.

CREATING VALUE

People attend conferences for a variety of reasons. They come to learn and network, exhibit or buy. One of the most important strategies before setting your registration prices is insuring that you have a conference worth registering for. Aside of a fantastic program, you can build online communities, offer continuing-education credit, and engage cutting-edge technologies pre- and post-conference to involve attendees, speakers and exhibitors. Creating added value will ensure stronger registration numbers.

BUDGETS FIRST

Before setting registration fees, think about your mission, and then develop your anticipated expenses. Ask yourself if you want to break even or raise money? Once you have a handle on your cost, start building your revenue strategy, registration prices and sponsorship opportunities. Know your audience and the market. If you don’t know where to start, do an internet search for similar projects in comparable markets and discover what prices are like. If you learn that similar conferences average a fee of $350, it is highly unlikely you will be able to charge a $650 fee. If you need to charge a $650 fee but think your prospect attendees can’t manage that fee, then either create additional value, have a more aggressive sponsorship strategy or reduce the production cost of your conference.

EARLY vs. LATE

It seems that every conference offers an Early-Bird registration fee, and it’s guaranteed that every conference will extend the date of this period. So what is the incentive? We’ve never been a fan of this strategy. It creates a precedent for future years. The longer it goes on, the less successful this strategy becomes.

If you really must have it, there are a few things you can do to make this early vs. late concept work for your group.

First develop a registration fee with a significant difference between the early and late fee. A $50 difference isn’t going to entice people to register early. Secondly, do not extend the cut-off date. Heavily promote this date date and stick to your guns by not extending it.

Another technique to boost early-bird registrations, and a favorite of ours, is to make available a limited number of registrations not based on a cut-off date. When they sell out they’re gone! This definitely creates a sense of urgency, and helps in the budgeting process as you know exactly the revenue associated with this type of registration option.

Other incentives could include a more discounted hotel room rate for people who register early vs. late, inclusion of materials meaningful to your attendees or other onsite benefits such as admission to a special session or reception.

It comes down to creating urgency and offering value.

ALL-INCLUSIVE OR A-LA-CARTE PRICING?

Do you offer an all-inclusive registration fee for your conference, an a-la-carte approach, or a combination? Would mixing all-inclusive registration options with an a-la-carte option generate more revenue? Would it generate more attendees interested in just one or a handful of sessions who may otherwise not attend?

Looking at your expenses to produce a session, you may conclude that it costs $25 per attendee to produce it. You could probably sell a registration option for that session at $35 to $50, or more. Onsite management becomes a bit more challenging but offering al-la-carte options alongside traditional registration options could generate significant additional revenue.

GENERATING MORE REVENUE

Today’s technologies offer opportunities to generate additional revenue for conferences. EventInterface for example offers opportunities to engage at-home attendees by live broadcasting sessions and workshops, allowing attendees to interact with the speakers and each other. This is an ideal opportunity to engage participants who may otherwise not be able to attend a conference, but would be willing to register to participate virtually. Use technology to offer presentations and videos post-conference, give it free to registered attendees, and allow non-attendees to register for access post-conference, again generating more revenue.

Exploring all revenue angles or additional revenue opportunities may allow you to offer an overall lower registration cost by spreading anticipated registration revenue over more options.

Click here to see our top tips!

Announcing our first grant awardees

noreply@blogger.com (EventInterface) — Tue, 13 Mar 2012 21:50:00 +0000

EventInterface just closed its first ever Nonprofit Technology Grant Round and we are thrilled to announce the winners. Selected from qualified applicants are the Arizona Hydrological Society, The Antelope Valley Family YMCA (Los Angeles YMCA), RDR Ahwatukee, the Up with People International Alumni Association and the Arizona SciTech Festival.

“We are thrilled to be supporting such a variety of agencies and organizations” said Al Wynant, company CEO. “We strongly believe in helping agencies that do good in our communities. Offering our software will allow them to raise more money and operate their events more efficiently.” Wynant said.

Each organization has received the complimentary use of the EventInterface cloud-based event management software to manage events, including fundraising galas, symposia, educational seminars, marathons and reunions. The value of this donation is estimated at $45,000.

For more information about EventInterface visit www.EventInterface.com.