Great Events Cvent

Planning an event, particularly on the scale of a citywide conference like Cvent CONNECT, involves many complex and often overlapping tasks. 

Some of the primary challenges include coordinating volunteers, ensuring ample and engaging signage, and effectively managing unforeseen pop-up costs.

And on this week’s #GreatEvents episode, we’re sharing all the behind-the-scenes magic on how to navigate it all.

Alyssa Peltier and Rachel Andrews explore the unique challenges and triumphs of organizing a citywide event in the heart of San Antonio, Texas. From navigating logistical hurdles to sparking local engagement, we discuss the intricacies of relocating a major conference after ten years in Las Vegas.

Tune in to hear:
- Practical tips on scaling your event operations and handling unexpected costs
- Best practices for fostering community partnerships and local inclusivity
- A detailed look at innovative event elements like the breathtaking drone show
- How effective teamwork and creative problem-solving can elevate any event

Tune in now to walk away with strategies and inspiration to elevate your next event.

In this episode, you’ll learn:
The importance of detailed planning when organizing large-scale, citywide eventsHow focusing on creating strong relationships with local vendors, authorities, and even city officials can be highly beneficialInvesting in experiences transforms events from routine gatherings into unforgettable moments that resonate well with attendees long after the event concludes

Have you ever wondered how to cut costs without compromising the wow factor in events?

That’s where leveraging local resources can be a game-changer.

Our guest, Virgil Napier, Area Director for Kimpton Seafire Resort and Spa, explains how to utilize local resources for everything from coffee to fresh fish—all while making your events a total wow. Plus, Kelly McDonald, Senior Event Sourcing Consultant for Meetings and Events at Wells Fargo, shares her clever tactics for keeping those high-level meetings on-site to cut down on transportation costs. 

These aren't just budget hacks – they’re ways to enhance your attendees' experience without breaking the bank.

And if you’re wondering about planner-supplier relationships – we hear you. Discussing mutual goals, creative solutions, and the art of transparency in planning, our experts highlight how these elements are pivotal for success.

You won’t want to miss it.

Here are a few key takeaways:
Maximize local resources to enhance experiences on a budget: Virgil emphasizes the strategic use of local resources—such as local coffee, fresh fish, and lobsters—not only as a cost-saving measure but also to create memorable and unique experiences. This approach allows event planners to deliver high-quality events without escalating costs.Upfront negotiations and partnerships to offset inflation and service gaps: Kelly McDonald highlights the importance of negotiating upfront to manage cost increases effectively, especially in areas like food, beverages, and AV equipment.Adopt technology and innovation to streamline planning and enhance attendee experience: Kelly and Virgil share insights on how planners and hoteliers navigate the "test and learn" phase of technology adoption. They also discuss the importance of collaboration in successfully implementing these innovations.

Are you getting the most out of trade shows?

We talk a lot about the events that we, as planners, host ourselves. But with the right preparation and tools in place, the trade shows we attend can also be massively valuable.

On this episode of Great Events, Host Alyssa Peltier sits down with Sohil Adyanthaya, Product Marketing Strategist at Cvent, to discuss ideal strategies for squeezing every drop out of your trade show experience. 

Our conversation zeros in on the critical role trade shows play for businesses of all sizes. From enhancing brand exposure to generating quality leads and improving sales conversions, we’ll cover top tips for planning ahead and explore how technological advances can streamline and optimize your trade show experiences. 

So, whether you’re an event newbie or a seasoned pro, you’ll find actionable insights to help you maximize the impact of your trade show participation.

Here are a few key takeaways:
Collecting quality leads from trade shows requires intentional planning, setting the right meetings with the right people, and utilizing a consistent set of tools. Choosing the right technologies, such as Jifflenow and iCapture—recently acquired by Cvent—is key to extracting the most success from each trade show. When it comes to improving the relationship between salespeople and those who manage events, it’s all about communicating in one another’s language. 

Is it true that the louder, brighter, and flashier the event, the greater it will be?

In this episode of Great Events, host Alyssa Peltier is joined by Megan Henshall, Google's Global Events Strategic Solutions Lead. They discuss the powerful intersection of technology and inclusion in the events industry and how to prioritize radical inclusion, ensuring everyone feels valued and safe at your events.

Megan introduces the Neu project, which is focused on creating spaces for neurodivergent individuals, and shares actionable tips for integrating their needs into event planning. 

Here are some key takeaways:
Incorporate explicit language around neurodivergent needs in your event registration and communication. Educate yourself and your team about the neurodivergent experience to develop empathy and inclusive design strategies.Offer quiet spaces, sensory kits, and tailored experiences to create event environments that balance sensory needs and cater to a diverse audience.Instead of aiming for universal design, focus on cultivating a range of choices that represent diverse communities. Use tools and resources like those developed by Storycraft Lab and David Allison to design for belonging, and consider piloting these frameworks in your events.
The hybrid set-up has definitely helped individuals with neurodivergent, sensory processing differences, and social anxiety enjoy these events without the added stress of attending them. Megan shares her goals with the Neu Project and the road to a more inclusive events industry.

Additional Resources:
https://wheelofbelonging.com/https://www.theneuproject.com/https://wild.community/collaborate/https://imexevents.com/media/press-releases/google-xi-colaboratory-brings-design-thinking-sprints-to-imex-frankfurt

Ever wondered how your most memorable student events were made?

Well, in this episode of Great Events, host Rachel Andrews and Stacey Sheppard are joined by Sam Bethel, University of San Francisco’s Digital Communications Manager, and they cover just that. 

They discuss how the University of San Francisco centralizes its approach to event planning and execution to ensure a seamless, branded experience from student orientation to alumni reunions.

Sam shares strategies for leveraging event technology like Cvent to streamline operations, encourage student engagement and participation, and foster lifelong university connections.

Here are some key takeaways:
Learn how USF's unique approach to centralized event planning fosters consistency and engagement across diverse audiences.Uncover best practices for creating and implementing event templates that can be customized to suit different departments and needs.Understand the importance of a holistic, 'care for the whole person' approach in higher education events and how it can be applied to corporate events. Explore ways to measure event success beyond registration numbers, ensuring meaningful participation and long-term engagement.Draw inspiration from real-world examples, like the successful career retreat at Google's office, to enhance your own event planning processes.
Whether you're an event enthusiast, creator, or innovator, Sam shares his tips on what makes a great event strategy and how they do it at USF.

Are your events and content truly accessible for all who’d like to participate?

In honor of tomorrow’s Global Accessibility Awareness Day, we’re dedicating this episode of Great Events to just that - improving event accessibility. 

And we have just the expert to help us. 

Stephen Cutchins, Senior Manager of Accessibility at Cvent, has been working in accessibility for over twenty years. In this episode, he sits down with Host Felicia Asiedu to share his latest insights. 

They discuss how creating inclusive and accessible events can not only better serve a diverse audience but also significantly boost business revenues. We'll also explore the tangible steps and strategies organizers can implement for better inclusivity. 

Plus, Stephen shares about upcoming initiatives, including a groundbreaking “No Attendee Left Behind” webinar and the exciting launch of his book "The Big Book of Event Accessibility." 

So, whether you're a seasoned event planner or just starting out, this episode is packed with valuable information that will help you ensure no attendee is left behind. 

Here are a few key takeaways from Part 1:

Companies that are more accessible make 60% more revenue than companies that are not inclusive of people with disabilities. That’s a remarkable return on the roughly 2% extra it costs to make your products more accessible.The first step to better accommodating event attendees with disabilities is to ask them what they need. Not sure what to say? Ask if they require ADA (American Disabilities Act) accommodations and, if they do, inquire about specific needs. While fantastic tools can help, a planner’s top priority should be ensuring that their software enables them to create accessible content.