284 Meetings Podcast|Virtual Assistants, No Shows, AV Tips

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Thanks for listening to the Meetings Podcast.  The Meetings Podcast is sponsored by IMEX America and AVforPlanners.com
Todays show features Host Mike McAllen from Grass Shack Events & Media.
Segment producers
***Julius Solaris presents: ‘Hack Your Event – Shortcuts, Tips and Tricks to Make Your Planning Easier’   Todays show is Avoid No-Shows at Events one of the biggest plagues affecting our industry, no-shows.
- Using secondhand exchanges
- Delaying Charges
- Online Check-in
Get more information at http://eventmanagerblog.com/avoid-no-shows from the Event Manager Blog (Eventmanagerblog.com)
Read Julius popular blog Event Manager Blog (http://eventmanagerblog.com ) or follow @EventMB on Twitter (twitter.com/eventmb)  You can reach Julius on Twitter (http://twitter.com/tojulius) or at http://JuliusSolaris.com
***Jon Trask presents: Five tips to keep in mind about facilities from an AV perspective
-Room capacity charts can lie.
-Ceiling heights really do matter.Power is more than having a few wall plugs available.
-In house vendors may have contractual rules that you must adhere to.
-Those speakers up in the ceiling are good for some meetings…and really bad for others.
Get more information from Jon at AVforPlanners.com.  You can find Jon at Jon(At)AVforPlanners.com
Jon has offer a free show evaluation to Meetings Planners and organizers for their next meeting. A $1500 value. All you have to do is email Jon and say you heard the offer on the podcast.
*** Jonathan Shank from Learn To Find, Manage, and Hire Your First Virtual Assistant!
Jonathan discusses how using Virtual Assistants can make you more efficient with your time and money. He also gives shares his Apple method for finding Virtual Assistants. I added an S. So Apples.
Website: YourFirstVirtualAssistant.com
Twitter: @YFVAJonathan
Podcast: Your First Virtual Assistant

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The Meeting Planners podcast source for what’s new and exciting in meetings and events industry

Here are the transcripts brought to you by Joyce!

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Building an Event Ideas!

Building a party Building an Event Ideas!Every so often when Mike and I are chatting we’ll touch on a subject and he’ll exclaim…”That should be a blog post!”

We were having one of those talks this week about a basic little revival of an invitation idea that I saw and thought was very clever to get people intrigued about an event.

The item I saw was a brick, with the invitation printed directly on it to a “Building Party”.  Basically the infamous Phil Spector was building a new studio in Hollywood and invited people to a party to each come and add  brick to one of the new walls.  How cool is that?

What a great way to engage folks in advance (we can all visualize the construction site immediately.) And, then once they get there you have a fun activity of them actually placing the brick into the wall.

Granted the shipping costs would play into deciding to use an idea like this.  But, you can riff off of the basic idea into different sorts of materials.  The key concept being that the guest is involved in a basic way in the construction of this new structure.  Maybe each person simply gets a bolt to add?

You could also make it a part of a service project for a group,  it would fit great with a habitat or renovation type service project to engage the attendees before they ever get there.

I love the idea, so many creative directions to take it.

Has anyone else done any really cool invitations they’d like to share?

 

 

 

15 Ways To Build A Kick Ass Corporate Meeting Production Company

15 Ways To Build A Kick Ass Corporate Meeting Production Company

soccer 206x300 15 Ways To Build A Kick Ass Corporate Meeting Production Company

I am currently sitting at the control desk for a week long project where we are doing all the meeting production plus video production for our client.    This is a particularly challenging client who shoots for perfection onsite. The main challenge is the CEO makes many of the decisions the day of the meeting. This is kindling to start little spot fires of budget overages and stress but we contain the fires and find solutions.   As all of this is going on, the first thought that comes to mind is oh crap we could have done this weeks ago.   Looking for blame seems to be the answer as the long hours take their toll on everyone’s patience.   But, as I looked around at my core team they were unfazed. They rolled with it and pushed forward to make it a perfect show. (Like a duck to the client. Smooth above the water – but underneath their legs were paddling furiously)
For the fires we found solutions, and the client never even saw any smoke. Love that I helped build a kick ass production company that can work under this kind  of pressure flawlessly.
1) It is all about attitude and using your teams strengths to the fullest.
2) Build a strong Team.  Start with a great event producers, then build your cohesive, creative teams.
3) Size does not matter anymore. Resources do.  Obviously, the Internet has changed on how many companies do business. You can now hang your shingle on a web page not a building.
4) Remember business is hard. Simply put, if it isn’t hard you aren’t trying hard enough.
5) Take as many shots as you can. I still follow my coach Peter McCoy who told me when I was a kid playing for #1 AYSO soccer team The Hurricanes. Pulling me aside during a game he said. “Mike, The more times you shoot the more times you score.”   This is something I have used my whole life, to start scoring more goals, baskets, friends, girls, and for the past few years, more clients.
6) Build a family. The company I came from before starting Grass Shack Events & Media build a great company family. When the talk of how great the old days was the  constant topic I  knew it was time to move on to the next stage and start Grass Shack Events & Media.
7) Success happens in stages overall.  Overnight successes rarely happen.  Shoot for stages. Your drive will be the success of your business.
8) Vision. Work with your clients vision. Don’t let your own agenda get in the way of the clients vision. Solve their obstacles, provide solutions, and uniquely push their message to their audience. That’s why corporate meeting production companies and video production companies exist.
9) Help everyone.  I mean everyone. Competitors, resources,  everyone you can. One of the video editors we have here is a new guy. But this new editor thanked me. When he moved to San Francisco a few years back he called me and told me I gave him some names to talk to to find work.
10) Figure out what do you do and do it better than everyone else. Obsess that your company
Keep planning. When you stop planning you aren’t pushing
11) Perception- Perception in business it’s almost everything.  Obsess on how you want your company to be perceived and drive that perception.
12) Commit- Commit to goals. Tell others this commitment. You will be amazed after telling others how much faster you will accomplish them.
13) Credit- Start working on it now. Talk to your banks small business representative. Corporate shows are expensive and large companies procurement departments are slow as molasses.
14) Insurance- shop for insurance to cover your events. Some hotels try to get clients to use in house AV by having the production companies show proof of 1 million to 2 million dollars of coverage. And protect yourself and your crews.
15) Website. You need a place for people to find you and a place to send people to find out more about you.

As we work through this last General Session for today and do final preparations for tonight’s award dinner I again think about that first even and how Grass Shack Events & Media has evolved into such a great, fun company to work with and for.

Can you think of anything I missed in my list?  Love to add to it.

Please email me if you want to work with us on your next sales meeting or product launch!

 15 Ways To Build A Kick Ass Corporate Meeting Production Company

Extra! Interview with Maarten Vanneste Author of Meeting Architecture and CEO and President of Abbit Meeting Support

meeting architecture meetings podcast Extra! Interview with Maarten Vanneste Author of Meeting Architecture and CEO and President of Abbit Meeting Support
The Meeting Planners podcast source for what’s new and exciting in meetings and events industry!

Mike McAllen of Grass Shack Events & Media interviews Maarten Vanneste, CMM
President and CEO of Abbit Meeting Support
The Meeting Support Institute – and is the Author of Meeting Architecture

Company www.abbit.eu
Organization www.meetingsupport.org
Book Meeting Architecture www.meetingarchitecture.com
Facebook group Meeting Architecture

Please leave us a question or comment, which we will try to address on the show ASAP!

Email us at meetings podcast@gmail.com [Read more...]

Extra! Interview with Jordan Schwartz CEO of Pathable.com New Features!

Mike McAllen of MeetingsPodcast.com interview Jordan Schwartz of Pathable from Jordan Schwartz on Vimeo.

Here is a screencast of the interview with Jordan Schwartz of Pathable.com. We had interviewed Jordan last year on how Pathable works and this time we do the same and discuss new features just released.

 Extra! Interview with Jordan Schwartz CEO of Pathable.com New Features!

Extra! Interview With David Shenberg of BusyEvent.com

busyevent Extra! Interview With David Shenberg of BusyEvent.com
The Meeting Planners podcast source for what’s new and exciting in meetings and events industry!

Mike McAllen of Grass Shack Events & Media Interviews

Please leave us a question or comment, which we will try to address on the show ASAP!

Email us at meetings podcast@gmail.com

or here on the MeetingsPodcast site.

www.MeetingsPodcast.com

Music by the http://www.delgadobrothers.com/

Audio mixing by www.RipTideGraphics.com

Brought to you by Grass Shack Events & Media
Copyright 2009 MeetingsPodcast

Transcript:
Mike McAllen: Welcome back to the Meetings Podcast. This is Mike McAllen of Grass Shack Events and Media and today we have David Schenberg, CEO of BusyEvent. Hi David. [Read more...]

Meetings Podcast Show 43- Mike McAllen talks Top 10 Mobile Applications for Meetings & Events

iphonev2 Meetings Podcast Show 43  Mike McAllen talks Top 10 Mobile Applications for Meetings & Events
The Meeting Planners podcast source for what’s new and exciting in meetings and events industry!

Mike McAllen of Grass Shack Events Media talks about some nifty mobile applications for your phone for meeting planners and production peeps! icon smile Meetings Podcast Show 43  Mike McAllen talks Top 10 Mobile Applications for Meetings & Events

Easiest way to read more about these is to open up your itunes store and cut and paste each in the search box on the top right hand side. Please contact me if you have any great travel or meetings/event related mobile applications or ideas for one.

Find Bathrooms
Sit or Squat- (Free)
Find Restaurants

UrbanSpoon-(Free)
Yelp- (Free) [Read more...]

Extra! John Baldoni of Baldoni Consulting and the Article “Don’t Cancel That Meeting” From HarvardBusiness.org Leave us a message email meetingspodcast@gmail.com

5 reasons to have your meeting Extra! John Baldoni of Baldoni Consulting and the Article “Don’t Cancel That Meeting” From HarvardBusiness.org  Leave us a message email meetingspodcast@gmail.com
The Meeting Planners podcast source for what’s new and exciting in meetings and events industry!
Mike McAllen of Grass Shack Events & Media interviews John Baldoni of Baldoni Consulting

http://blogs.harvardbusiness.org/baldoni/2009/01/dont_cancel_that_meeting.html

Please leave us a question or comment, which we will try to address on the show ASAP!

Email us at meetings podcast@gmail.com [Read more...]

Extra! Doug Keeley of The Mark Of A Leader Leave us a message email meetingspodcast@gmail.com

leadership mark of a leader keynote speaker Extra! Doug Keeley of The Mark Of A Leader Leave us a message email meetingspodcast@gmail.com
The Meeting Planners podcast source for what’s new and exciting in meetings and events industry!

Today Mike McAllen of Grass Shack Events & Media interviews Doug Keeley of Mark of a Leader!
Please leave us a question or comment, which we will try to address on the show ASAP!
Email us at meetings podcast@gmail.com
or here on the MeetingsPodcast site. [Read more...]

Meetings Du Jour – Green Your Meeting Fast