Gift giving that makes a difference

“What do you want for Christmas or better yet, what do you want for your birthday? (I am a December baby)”. People have already begun asking. I get uncomfortable being asked that question for a multitude of reasons. One reason is that I have a “room” in my home which qualifies me for an intervention and/or an episode on “Hoarding”; secondly, I have “stuff” that I don’t use; lastly, with everything that is going on in the world (Haiti, Indonesia, etc.), do I really need/deserve another “something”?

This is something that I struggle with every year. We get to that stage in our lives where we don’t need or want for much. (No Bob this doesn’t let you off the hook – I still am expecting the slippers from Peavey Mart). We certainly don’t need anything to add to our special “room” (I know I am not the only one that has one). What do we do? How can family and friends give a gift that makes them feel good about giving it, the recipient feel good about receiving it and benefits someone in need?

If you are struggling to get that perfect gift for someone who you know has pretty much everything….it might be time to consider the following ideas:

CanadaHelps.org – Love this website! Many, many charities have registered themselves making it super easy to find one towards which you (or your recipient) would like to donate. You get a tax receipt, and then CanadaHelps disburses the funds to the designated charity. The kicker is that you can set up a “Giving Page” for yourself (a mini website) where you can specify the charities about which you are passionate. You can share this URL with your family and friends and, they can donate directly to your charity. You can even track how much money has been given to your favourite charity. The “giving page” is used for weddings, anniversaries, graduations, birthdays, memorials and holidays (Christmas). What a great idea! If you are a local charity and have not registered yourself, you might want to look into it. I personally searched for a couple of local charities that I would like to support, and couldn’t find them. I will be placing a phone call and giving them the head’s up about this great site.

Oxfam Canada – Oxfam has a unique holiday gift site called “Oxfam Unwrapped”. For only $22 you can purchase the gift of ‘Safe Water’, the money being used to purchase water filters, tap stands and plastic water tanks. In Haiti, as we speak, many are suffering and dying from Cholera – a disease transmitted through contaminated water and food.

Oxfam has many other gifts to give including a flock of chickens, goats, sheep, mosquito nets, etc. Check out www.oxfamunwrapped.ca

Unicef Canada – Unicef has responded to the cholera outbreak in Haiti and is accepting donations to provide them with much needed help. You can go to www.unicef.ca to learn more. In addition to supporting those in Haiti, Unicef has a Gifts of Magic campaign where you can choose from a variety of gifts at various price points.

WWF – Canada has a unique symbolic wildlife adoption program as well as other great gift ideas. While you are on the site check out the Polar Bear Tracker which is following three polar bear families (a great, interactive site for the whole family) www.wwf.ca

Think local – Think about your own community and those organizations that need your support. You need look no further than the Salvation Army supporting many, many families all year long.

Remember, support can take many forms – financial support, donating time and energy, volunteering as a board member, etc. I have read that Altruism (an unselfish concern for the welfare of others) can even be good for your health! Some say that it releases endorphins, helps your brain, strengthens the immune system and even gives you a “Helper’s High” (www.squidoo.com/altruism).

Whatever you decide to do this holiday season, remember that before you give online, make sure it is a safe and secure site and that you are confident that it is a reputable organization. Nothing takes the place of good old common sense – if your spidey senses are tingling, take that as a sign that perhaps you should take a pass on that particular site. You need to apply the same amount of due diligence to the sites which I have mentioned.

Can Planner's "fist bump" their way to a germ free event?

As I am writing this, I am sipping my piping hot cold and flu beverage, the overpowering scent of Vicks Vapor Rub lingering in the air. My eyes are running, my voice is raspy and the tickle in my throat has now manifested itself as a full blown, lung emptying cough which terrifies Ozzie, my Shi Tzu, every time I let loose. He looks at me with those big brown eyes and I am sure he is thinking, “If she does that one more time I am going to do something nasty in her nicest shoes”.

Can you imagine if I had an event or conference to attend? The big question is…..after paying hundreds of dollars in registration fees, purchasing airline tickets, making travel arrangements, etc. would I still go….. feeling like I do?

The correct answer is “no”, but I am sure that in the real world, most would still attend, bringing with them their cold or flu virus as carry on baggage.

How can we, as conference and event planners, protect our attendee’s from the cold and flu virus without coming across as over- anxious germaphobes?

The truth is, there are many small ways with which we can protect our guests without appearing intrusive.

Think like a cruise ship! – Cruise ship management and staff have to constantly be thinking of ways to keep their guests healthy. Hand sanitizers are mounted everywhere, specifically at entrances to restaurants and bars. You can do the same at your event by providing sanitizers throughout the conference or event space. Offer attendees mini pen sized sanitizer pumps at your registration desk that they can drop into their purse or briefcase; place boxes of tissue in restrooms and sitting areas.

Having a buffet? Pre roll your cutlery in a cloth napkin – Have catering staff offer the wrapped cutlery and plate to guests at the entrance to the buffet line thus minimizing the transfer of germs…another cruise ship strategy. Better yet, place the cutlery on the table.

Immune boosting beverages – Instead of the traditional coffee break menu items, consider adding items such as orange or cranberry juice (source of vitamin C) and Green tea (anti-oxidant). Provide plenty of water stations throughout your venue to keep your attendee’s hydrated.

Fist bumps or hand shakes? – Howie Mandel fist bumps as a way to avoid germs. It is perfectly fine for Howie Mandel, but I think that fist bumps have a weak position in corporate culture. They infer a level of familiarity that may not be appropriate. Can you imagine being introduced to the CEO of a company (that you are hoping will employ you) and instead of reaching forward to grasp his/her hand…you throw out a casual fist bump? Don’t forsake the traditional handshake; instead wash your hands often, using soap and water, vigorously rubbing your hands together for the length of time it takes to sing “Twinkle Twinkle Little Star”. Placing signage in the restrooms encouraging hand washing and how it prevents the spread of germs, may also be helpful. I know we are all grownups, but sometimes reminders can make a difference.

Touch Screens – Have you ever visited your ATM and wondered what may be lurking on the keypad? The same can be true at your touch screen event kiosk. Keep germs at bay by frequently wiping down the touch screen and/or keypad.

Cancellation policy – Does your event have a cancellation policy? Your cancellation policy should be simple and straightforward and should clearly state alternatives, i.e. substitution of attendee, full and/or partial refunds, credits.

None of the strategies I mentioned were anything new or exciting, but are often overlooked. We consider our attendee’s comfort when planning our events, we should also consider their health.

Today's article brought to you by the common cold....*cough* cough*

Judy

Can you hear me now?

Price for flying in world renowned motivational speaker $10,000;

Venue and catering $25,000;

Not being able to hear a word she says, because her lapel mic keeps cutting out and, you were too cheap to retain an on site A/V technician – tragic

Times they are a changin’ and if you are still thinking that your administrative assistant, or your in house IT Technician can look after all of your audio visual needs at your next staff conference….you may be heading straight for disaster.

Cutting corners in you’re A/V area is not fair to your speaker and it is not fair to your audience. Speakers, particularly those traveling the professional speaking circuit, become accustomed to a certain level of expertise. Sure, there are some that will say, “no powerpoint screen? No problem, I can do it without”. But, there are many who have carefully designed their presentation and will be frustrated if their needs cannot be met. I was once at a very large gathering where the speaker, a Master Event Designer, said at the beginning, “I have everything I need right here on my IPhone – I can control the lights, the sounds, the mixed media right here” and…..he couldn’t. The worst part was that he kept interrupting his presentation to troubleshoot his A/V problems and as a result couldn’t deliver what we were expecting. In hindsight, maybe he was showing us what not to do….but I don’t think so.

Audio Visual expertise is not only important for large conferences and presentations, it is equally important for social events. You owe it to your guests at your wedding or party to have a handle on the lights and sound. No one wants to look back on the wedding video and see Great Aunt Sophie holding the microphone like a telephone and not being able to hear her words of wisdom, or your master of ceremonies is unaware that his lapel mic is still on when he makes an inappropriate remark.

So here are some quick tips for ensuring your audio visual goes off without a hitch.

1. Get to know your speaker – contact your speaker well in advance to ascertain his/her audio visual needs and expectations. Make sure that you are asking all of the questions required to ensure that you will be adequately prepared for the presentation. Some basic questions to ask are: Do they require a proxima, computer (MAC or PC), lectern, handheld mic or lapel mic, whiteboard or flipchart, markers. Is the presenter going to move around the stage or go out into the audience? If a stationary lectern mic is required, you might want to discern how tall the presenter is and if that will be adequate for his/her needs. If the presenter is short like I am, a stool may be necessary..or if taller than average, you don’t want them to have to stoop to speak into the microphone.
2. Hire a professional – If you are moving beyond the realm of the banquet hall sound system and having to rent additional equipment, then hire a professional to be on site. Make sure that you budget for the professional technician to be there during set up and run through to troubleshoot any unexpected problems. I cannot count how many times a speaker has arrived with a presentation that is just that much different that it requires completely different hardware and software. By having an A/V professional in attendance at the run through, you are dealing with any problems and coming up with solutions in plenty of time to ensure the event goes off without a hiccup.
3. Examine goals and objectives thoroughly – If you had your heart set on an amazing wedding day video compilation set to music, etc. then perhaps having Cousin Betty capture the magic on her new phone isn’t the best option available. And no….it doesn’t matter if she just finished an online video editing webinar and is “super stoked about shooting the film” – you might want to check into a professional.
4. Think a wee bit outside the box – If you have a large number of people attending the presentation and the room is quite large, consider hiring a professional to film and project the speaker onto the large screen simultaneously so that everyone can see him or her. We all can relate to being at the back of the room and not being able to pick up on the subtle nuances of the presentation that come from being able to hear AND see them.

The bottom line is, the proper audio visual design can make or break your event. You can wow your audience with the sights and sounds or you can make them wish they were somewhere else.....

J

Want to know a little more about me?

Recently I was approached by the editorial director for "The Meeting Planner's Best Resource" a weblog and e-newsletter for the meetings and events industry about being their October Planner.

I responded with something like "I am tickled pink that you would consider me for a profile" (because I was tickled pink) and that started the ball rolling.

I took the weekend to respond to the questions.....it was harder than I thought it would be, but in the end I think it turned out pretty darn well.

So...if you want to know a little more about me, check it out here!

Judy

The Good, the Bad and the "Oh No You Didn't"

The dreaded nametag, badge holder and lanyard….. Most of them have one thing in common, as soon as I put them on, they flip over showing…..well, showing nothing. If I am so fortunate to be given a badge holder and lanyard that is constructed so that it doesn’t flip over, then most likely there is a nametag inside the badge holder with my name printed in a font from the times of early Rome. Very pretty, but unreadable. It is quite embarrassing to have someone standing there looking directly at your chest (where the darn badge holder is hanging) trying to read your name. Invariably I look down as well, just to be sure that I don’t have a button popped. Can this be fixed? Of course! If you have badge holders which flip over – utilize that back of the nametag white space real estate by printing the attendee’s name AGAIN. It can then flip flop as much as it wants and the name will still be displayed.

First name first! – Print the attendee’s name as if it is being read (because it is). First name, then last name. Use a larger font for the name than you are using for the rest of the information. Don’t clutter the nametag with useless information. Name and company is adequate. Don’t get fancy with the font and make it large enough to read from a comfortable distance.

My biggest pet peeve is the “us versus them” nametag/badge holder. Perhaps you are attending a luncheon or evening networking event, and those belonging to the hosting association have fancy, schmancy badge holders whereas the invited “guests” receive the standard, “Hello My Name Is” stick on type and are handed a sharpie with which to write their name. This doesn’t work on so many levels. First, no one wants to stick a super-sticky adhesive nametag onto their nice blouse and secondly, by having guests write out their own nametags, you end up with a hodgepodge of handwritten nametags with differing information. Some will default to using only their first name, others will write their first and last name, title, place of business, etc. filling in the white space to the point that it is unreadable. Secondly, what if you didn’t print enough fancy, schmancy badge holders/nametags for the association members and end up having to give a member one of the “Hello My Name Is” nametags? They won’t be very happy because they will spend the time responding to the question, “I thought you were a member? You aren’t a member anymore?”. My feeling is that if you are going to use an “us versus them” nametag strategy, then you must commit to being 100% correct, i.e. no mix ups. Someone told me once that even the nicest, most expensive outfit can be ruined by a crappy, scuffed up pair of shoes. Think of the event as the outfit and nametag/badge holder and/or lanyard as the shoes. If you are concerned about having to provide that many lanyards and holders and the expense, simply ask for them back which really, you should be doing already (see previous blog article).

Lettering on the lanyard – “1 888 We Rent Crappers” along with a picture of a porta-pottie written over and over and over again on the lanyard. A perfectly good sponsor, but not for your lanyard. Think carefully about the logo (if any) imprinted on the lanyard as it also impacts whether or not the lanyard can be recycled to be used at another event. Perhaps better to imprint the sponsor’s name or logo on the paper nametag insert in the corner or along the bottom.

Use badge holder ribbons – I love badge holder ribbons! At the MPI Conference I attached so many ribbons to the bottom of my badge holder that it looked like a flag! Badge holder ribbons are a great way to personalize a nametag. There are stock ribbons that say things like exhibitor, speaker, attendee….but the possibilities are endless if you customize. My badge flew the “First Time Attendee, I Tweet and MPI Member” ribbons. Anyone looking at my badge holder could easily see that I was new, that I used Twitter and I was a member, which breaks the ice for conversation. You could have utilized the ribbons for your “us versus them” badge holder’s and avoided any controversy by giving EVERYONE badge holders including the guests and differentiating the two by attaching ribbons….simple!

J