On-Site Coordination For Conferences

No matter how much you plan, there will always be things that happen that you didn't anticipate. This really happened at our client's conference on Day 2! The venue pipes suddenly burst out and water sprayed everywhere on the expo floor, on furniture, and attendees #eventprofs, HOW would you respond? Our team was in shock. How did we solve the problem? -- We evacuated everyone from the show floor and quickly pivoted the sessions to outdoors. -- Called the fire station to help shut down the sprinklers -- Quickly called all the vendors to relocate the evening reception to outside. -- Send out mobile notifications a part of the expo floor was closed and redirect guests to other areas -- Held a meeting with the venue to discuss damages, insurance, etc. -- By the end of the day, file a report and claim to capture all of the damages and costs incurred (including loss of opportunities) with the venue's insurance. Can an event planner be prepared for something like this? Yes! 💯 Here's some recommendations: -- Ask the venue to conduct maintenance checks (of all the water systems, pipes, and elevators) before the show starts. -- Review insurance clauses to make sure the venue's insurance will cover damages -- Meet with the hotel and their maintenance crew to discuss possible scenarios and contingency plans. Did you have a similar experience? I'd love to hear your stories. Story time! #eventmarketing #b2bconferences #b2bevents #b2bmarketing #eventmanagement

Want an effective, low-cost way to make your events more accessible? Try offering an Accessibility Pre-Event Checklist! 🌟 This checklist gives all attendees a heads-up on essential accessibility details, helping everyone feel welcome and prepared. Think: ✅ Accessible transportation options and venue entrances ✅ Steps for requesting accommodations ✅ Available assistive technologies (like captioning or ALDs) ✅ Information on accessible restrooms, quiet zones, and emergency procedures An accessibility checklist helps attendees feel confident they’ll have the support they need, reducing anxiety about navigating a new space or arranging accommodations. Plus, a pre-event checklist shows your commitment to inclusion right from the start. ___________________ Here's a streamlined sample of an Accessibility Pre-Event Checklist: "Welcome! To make your experience as smooth and enjoyable as possible, we’ve put together a checklist to help you prepare and get the most out of Salesforce events. Here’s what to know: #Before You Arrive □ Accommodation Requests: If you need specific accommodations (e.g., ASL interpretation, reserved seating, mobility support), please contact our Accessibility Team at least two weeks in advance. □ Public transit routes and shuttle services with accessible features will be available on our event website. #Venue Accessibility □ Accessible Entrances: All main entrances, restrooms, and levels are accessible by wheelchair. □ Quiet Zones & Sensory Rooms: Designated quiet zones and sensory-friendly rooms are available for anyone needing a calm space. These areas are equipped with comfortable seating, low lighting, and noise reduction. #Event Technology □ Live Captions & Transcripts: AI-generated captions and real-time captions will be provided in all main sessions. Transcripts will be available in the event app. □ Event App Accessibility: Our event app is screen-reader compatible, and provides real-time updates for easier navigation. #During the Event □ Session Accessibility: Accessible seating, reserved spots for those with mobility devices, and ASL interpreters are available at key sessions. Check the app or schedule for more information. □ Meal & Break Options: Dietary accommodations are available at all meals. Attendees with food allergies or specific dietary needs can contact our team or visit the Disability Help Desk for more information." #AccessibleEvents #InclusionMatters #EventPlanning #DisabilityInclusion #Trailblazer

𝗕𝘂𝗶𝗹𝗱𝗶𝗻𝗴 𝘆𝗼𝘂𝗿 𝗳𝗮𝗰𝗶𝗹𝗶𝘁𝗮𝘁𝗼𝗿 𝘁𝗼𝗼𝗹𝗸𝗶𝘁 𝗳𝗼𝗿 𝗮𝗻𝘆 𝗰𝗿𝗶𝘀𝗶𝘀 The fire alarm goes off mid-workshop. Your slides won't load. Someone says something harmful in a breakout room. A participant has a meltdown in front of everyone. 𝗪𝗵𝗲𝗻 𝗣𝗗 𝗴𝗼𝗲𝘀 𝘀𝗶𝗱𝗲𝘄𝗮𝘆𝘀, 𝘄𝗵𝗮𝘁 𝘀𝗮𝘃𝗲𝘀 𝘆𝗼𝘂? The best facilitators aren't the ones who never face challenges—they're the ones who've built a toolkit for when things inevitably go wrong. 𝗧𝗵𝗲 𝟱-𝘀𝘁𝗲𝗽 𝗰𝗿𝗶𝘀𝗶𝘀 𝗽𝗿𝗼𝘁𝗼𝗰𝗼𝗹: 𝟭. 𝗦𝗟𝗢𝗪 𝗗𝗢𝗪𝗡 • Take a breath • Notice what you're feeling • Ask: "Who do I want to be right now?" 𝟮. 𝗖𝗢𝗡𝗦𝗜𝗗𝗘𝗥 𝗧𝗛𝗘 𝗖𝗢𝗡𝗧𝗘𝗫𝗧 • How well do I know this group? • What can I control vs. influence? • Is this urgent or can it wait? 𝟯. 𝗔𝗦𝗦𝗘𝗦𝗦 𝗧𝗛𝗘 𝗦𝗧𝗔𝗞𝗘𝗦 • On a scale of 1-10, how urgent is this? • Is psychological safety at risk? • Has harm occurred? 𝟰. 𝗗𝗘𝗧𝗘𝗥𝗠𝗜𝗡𝗘 𝗛𝗢𝗪 𝗧𝗢 𝗣𝗥𝗢𝗖𝗘𝗘𝗗 • Take a break if you need to think • Get curious instead of defensive • Redistribute power when trust is low • Address harm directly when it happens 𝟱. 𝗙𝗢𝗟𝗟𝗢𝗪 𝗨𝗣 • Check in with affected participants • Process with a colleague • Reflect on what you learned 𝗧𝗵𝗲 𝗲𝗺𝗲𝗿𝗴𝗲𝗻𝗰𝘆 𝗸𝗶𝘁 𝗲𝘀𝘀𝗲𝗻𝘁𝗶𝗮𝗹𝘀:  ✅ 𝗠𝗮𝗻𝘁𝗿𝗮𝘀: "Nothing is permanent, personal, or perfect." ✅ 𝗕𝗮𝗰𝗸𝘂𝗽 𝗮𝗰𝘁𝗶𝘃𝗶𝘁𝗶𝗲𝘀 for when your plan fails  ✅ 𝗚𝗼-𝘁𝗼 𝗾𝘂𝗲𝘀𝘁𝗶𝗼𝗻𝘀: "What would be most helpful right now?"  ✅ 𝗕𝗼𝘂𝗻𝗱𝗮𝗿𝘆 𝗽𝗵𝗿𝗮𝘀𝗲𝘀: "Let me take a moment to think about that." ✅ 𝗥𝗲𝗽𝗮𝗶𝗿 𝘀𝘁𝗮𝘁𝗲𝗺𝗲𝗻𝘁𝘀: "I made a mistake and I want to acknowledge it." 𝗪𝗵𝗮𝘁'𝘀 𝗶𝗻 𝘆𝗼𝘂𝗿 𝗲𝗺𝗲𝗿𝗴𝗲𝗻𝗰𝘆 𝗳𝗮𝗰𝗶𝗹𝗶𝘁𝗮𝘁𝗶𝗼𝗻 𝗸𝗶𝘁? 𝗪𝗵𝗮𝘁 𝘀𝗮𝘃𝗲𝘀 𝘆𝗼𝘂 𝘄𝗵𝗲𝗻 𝘁𝗵𝗶𝗻𝗴𝘀 𝗴𝗼 𝘀𝗶𝗱𝗲𝘄𝗮𝘆𝘀—𝗺𝗮𝗻𝘁𝗿𝗮𝘀, 𝗯𝗮𝗰𝗸𝘂𝗽 𝗮𝗰𝘁𝗶𝘃𝗶𝘁𝗶𝗲𝘀, 𝗯𝗿𝗲𝗮𝘁𝗵𝗶𝗻𝗴 𝘁𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲𝘀, 𝗼𝗿 𝘀𝗼𝗺𝗲𝘁𝗵𝗶𝗻𝗴 𝗲𝗹𝘀𝗲? 👇 P.S. If you want to grow as a PD facilitator, here’s my free Three Mistakes You’re Making with Your PD… and What to Do Instead tool: https://lnkd.in/guKwkGyu #ProfessionalDevelopment #CrisisManagement #AdaptiveFacilitation #FacilitatorToolkit

I’ll put this very plain for anyone trying to plan an event. Tariffs are not a mythical creature you can ignore. Since January 2025 everyone planning an event was put on notice that last year’s prices are not this year’s prices. Recent tariffs have significantly impacted the event planning industry, leading to increased costs and logistical challenges. If you're hosting an event, here are key issues to watch out for and solutions to help you navigate the current environment: Challenges: Event Essentials: Tariffs on imported goods like steel, aluminum, and AV equipment have driven up costs for exhibition booths, custom stages, and audiovisual setups Supply Chain Disruptions: Tariffs have caused delays and shortages affecting the timely delivery of décor, promotional items, and other event components Increased Food Prices: Tariffs on imported food items have led to higher costs for catering services. This includes produce, beverages, and specialty ingredients, making it more expensive to provide high-quality meals at events Added Service Costs: The more tariffs affect the cost of doing business, you can expect service fees to continue to increase to meet business expenses and client demands. Solutions: Local Sourcing: To mitigate cost and delivery risks, prioritize sourcing materials and services locally. This ensures better price stability and timely delivery. This includes vendors who source locally. Flexible Budgeting: Build a 15% contingency into your budget from the start. This allows you to adjust for unexpected cost swings without compromising the event experience. Reduce Audience Size: Understand the overall cost of your event is solely due to the size of your audience. If you are unable to increase your budget, the best alternative to consider is a smaller event size. Menu Adjustments: Work with caterers to design menus that utilize locally sourced and seasonal ingredients, reducing reliance on imported foods and controlling costs By staying informed and proactive, you can successfully navigate the challenges posed by tariffs and ensure your event is a success. DM me to discuss more strategies to optimize your event planning process! P.S. THIS IS NOT AN INFOGRAPHIC FOR YOU TO GET INFORMATION FROM.

And I'm back with more "Drake's Takes"! 😜 Today's Field Marketing PRO TIPS are on: Hosting events on a budget 👉 Remember to focus on the goal of your attendees.... to network with other likeminded peers in the industry! 👈 You might be surprised to know that most companies allocate as much as 20% of their marketing budget towards field & event marketing. But this can vary from company to company, depending on your ICP and company goals. Sometimes your budget may be limited, especially in the beginning when you're proving ROI. Planning an event on a tight budget might feel daunting, but with the right strategies, you can make a big impact without breaking the bank. Here are a few practical tips to host memorable events while keeping costs in check: 1️⃣ Know Your Goals: Define what success looks like. Understanding your objectives will help you prioritize spending. Your team goal is to drive net-new prospects, and move open opportunities to closed-won. But also consider the goal of the attendee. Why are they coming to your event? It's to network with their peers! What environment are you creating to allow for organic conversation? 2️⃣ Budget Smartly: Your event schedule should be planned a quarter in advance so that you can allocate a set amount of your budget to specific events. Then for each event, break it down into key categories like venue, F&B, employee T&E and swag, etc. Pro tip: Always include a contingency fund (~5%) for the unexpected! 3️⃣ Consolidate Vendors: Venues offering in-house catering, A/V, and décor often save time and money. (Similarly, using one tech platform for registrations, reminder emails, and analytics can streamline efforts.) Pro tip: Keep it LOCAL, and stay in contact with vendors you've successfully used before in each city and collaborate each time you're in that city to keep costs low. 4️⃣ Leverage Partnerships: Collaborate with other tech partners, industry communities, or local businesses to cross-market or co-host. This reduces costs and boosts attendance as you're both inviting your target ICP. 5️⃣ Focus on ROI: Track metrics like leads, total attendance and NPS engagement to evaluate success and improve for future events. But more importantly track your ROI through robust Salesforce reports to keep an eye on open pipeline and closed-won opportunities that came from your event. And be transparent about the results! If it was successful, host it again. If it wasn't, then reassess. Finally, flexibility and creativity are your best assets. From negotiating with vendors to rethinking must-haves, a resourceful approach can turn constraints into opportunities. In the end it's about creating an organic environment for conversation, so your attendees can get to know one another and build their community. This keeps them coming back for more! Field Marketers, what’s your go-to tip for hosting events on a budget? Share below! 👇 #FieldMarketing #EventProTips #DrakesTakes

See One. Do One. Teach One. I was watching Grey’s Anatomy (don't judge) when a line jumped out at me: “See one. Do one. Teach one.” It was Dr. Webber's mantra for medical training: observe a skill, try it yourself, then pass it on. It's also the perfect blueprint for event engagement. Most events get stuck at “see one.” Attendees listen to keynotes, sit through panels, watch demos. They see a lot, but if that’s where it ends, the knowledge fades almost instantly. The next level is “do one.” Give attendees space to try what they’ve learned, through hands-on workshops, scenario labs, role plays, or even a 10-minute exercise in the room. This helps the ideas move from theory into muscle memory. But then there's “teach one.” Create moments for attendees to share their perspective. Whether it’s a micro-discussion at their table, a peer-to-peer breakout, or a post-session “lightning share” where they explain what they learned to someone else. When people teach, they anchor the learning in their own words, and engagement skyrockets. What if designing events around this mantra could transform attendees into contributors? They stop being passive listeners and start being co-creators of the experience. Maybe that's what engagement is meant to be, after all. 

"Who planned this event?" That was the question — delivered by an attendee making his way down the hall in his wheelchair, clearly frustrated. "I did, sir. How can I help?" And in that moment, I knew. We had let this guy down. We had chosen a beautiful, historic venue — the Lumber Exchange Building, a stunning 1885 skyscraper full of vintage charm. It is the oldest high-rise building standing in Minneapolis and the oldest building outside of New York City, with 12 or more floors. It was unique, visually striking, and exactly what the client wanted: something outside of the typical hotel ballroom IN the city that their Foundation represented. But a beautiful venue doesn’t always mean an easy experience for every guest. I had navigated the parking ramp, the pathways with stairs, and even the tricky old elevators myself on my site visit. But what I hadn’t done was fully consider the end-to-end experience of our mobility-challenged guests. While there was ADA parking, we could have done a much better job communicating how best to get from the ADA parking to the event space. Or, better yet, we could have arranged for a greeter to meet this guest and assist with the elevator that was hard to turn a wheelchair around in. While 150 other guests had a great experience, one didn’t, and that matters. With every event, you learn something. And this was a hard lesson that I still think about today. I never want anyone to have a less-than-stellar experience at one of my events. It was a powerful reminder that great events aren’t just about stunning venues or perfect logistics. You must ensure every single guest has a seamless experience. 🔎 What to Consider When Choosing a Venue: 1️⃣ Accessibility Matters – Can all guests navigate the space easily? Are elevators, ramps, and parking clearly marked? Can a wheelchair or scooter easily turn around in the elevator to access the buttons?  2️⃣ Location & Logistics – Is it convenient? Are there transportation and parking options? 3️⃣ Clear Communication – Have you provided detailed instructions on parking, entrances, and mobility options, as well as the easiest route to the event space? 4️⃣ On-Site Support – Would a greeter or dedicated staff member help ease challenges for certain guests? Are you asking the right questions to find out who might need assistance in the Registration platform? 5️⃣ Match the Event’s Purpose – The space should enhance the event’s goals, not just look great in photos. Great events create lasting memories — for the right reasons. If you need help sourcing a venue that works for everyone, we’ve got you covered. Let’s talk! Link to book an appointment in the comments. 📩 #EventPlanning #AccessibilityMatters #WendyPorterEvents #IgniteEventMagic

I attended Transform last week and it was far and away the most inclusive large conference I've attended. And yet there was still room for improvement, as there always will be as we aim to fully include everyone! I thought why not share some best practices on inclusive conferences and events for anyone who may be organizing them now or in the future. 〰 Ask for pronouns in the registration process and include them on name badges. Either only provide a space for write-in or provide diverse options like he/him, she/her, they/them, she/they, he/they, they/she, they/he, they/he/she, ze/hir, and xe/xem. For the write-in option, be sure to use language like ‘Self-identify:’ instead of ‘Other:’ which can be, well, othering. 〰 Provide space to request accommodations during the registration process. Some folks may need ASL interpretation, have allergies, be sensitive to strobe lights, need reserved seating, or many other accommodations. 〰 Choose a venue that is accessible to individuals with disabilities, including ramps, elevators, accessible restrooms, and designated parking spaces. Provide clear and legible signage to assist attendees in navigating the space and accessibility guides to support specific needs. 〰 Provide at least some (ideally all) all-gender restrooms. If your venue doesn’t provide these already, consider designating single use/family restrooms as all-gender and just make it clear using your own signage. Another option is to cover gendered restroom signs with signage that describes the layout (i.e. ‘Restroom with stalls’ and ‘Restrooms with urinals and stalls’) if your venue will allow it. 〰 Ensure diversity and representation in speakers, panelists, moderators, and presenters. Aim for a range of identities, perspectives, backgrounds, and experiences to reflect the diversity of your audience. Be sure this applies to all roles equally, not just moderators or emcees which can lead to tokenism. 〰 Create a neurodivergent-friendly environment by offering quiet spaces, providing sensory-friendly materials, and minimizing loud noises and bright lights. If you want to go above and beyond, provide fidget toys! 〰 Establish community guidelines or a code of conduct that outlines expectations for respectful behavior and prohibits discrimination, harassment, or exclusionary behavior based on identity or background. Share these guidelines before the conference and then do a quick review at the kickoff session. Enforce these guidelines consistently throughout the conference and ensure there are options for safe reporting. 〰 Provide a nursing room for breastfeeding individuals. Call it a ‘nursing room’ instead of a ‘mother’s room’ as not all mothers breastfeed and not all breastfeeding individuals are mothers. 〰 Provide various Q&A options, including traditional mic setup, QR codes, and text codes for accessibility. I'm running out of space, so continued in the comments! But would love to know, what else would you add?

Ever wonder why 3 pm feels like nap time at most conferences? After working with countless speakers and events and reading up on the current research, I've learned there's actually a science to keeping people engaged (and awake). Here's what actually works: ⏰ Match Your Content to Natural Energy: Early Morning: People are still waking up, skip the networking Mid-Morning: Your heaviest content goes here Post-Lunch: Keep it interactive or you'll lose them Late Afternoon: Short, high-energy sessions only 🎯 Session Length Reality Check: - Most people check out after 47 seconds if not engaged - Even your best speakers shouldn't go past 60 minutes - Build in breaks every 90 minutes (minimum) 💡 Quick Wins: 1. Get people outside during breaks 2. Mix presentation styles throughout the day 3. Build in flexibility for organic conversations 4. Keep your sessions shorter than you think you need Event planners: What scheduling tricks have worked best for your events? #EventPlanning #Programming #Events Based on insights from neuroscience research by M&IW (2024) and Dr. Gloria Mark's attention span studies (2024).