Australian Event Awards - Criteria for all of us?

(New Australian Citizens taking the Pledge)

You may have seen my previous post on the subject, about the ever expanding scope, and diversity of entrants, in the Australian Event Awards.

As I looked in on the criteria for nomination in the 2010 awards I was once again inspired by the range of things they're asking for, specific to each category. It made me think about the events I'd recently worked on at Southbank Parklands in Brisbane - QLD Week Citizenship Ceremony (always a joyful day of welcoming new Australians!)(DPC); The Mother's Day Classic (USM); The Buddha Birthday Festival (BLIAQ); the Brisbane/Chongqing Sister City Celebration (BCC)... All truly awesome cultural and community events, and that's just in one venue, in the space of two months.

I would love to nominate them all for the awards, to show what wonderful work these companies, government agencies and community groups are doing not only for their attendees or participants (not to mention the associated charities), but for the wider Brisbane community, the Parklands, and visitors to Brisbane who 'stumble' upon these events as they're taking in the sights of our gorgeous River City.

The next chain of thought was about the events I'm working on outside that 'day job', and how the criteria of the Australian Event Awards can almost be a kind of 'checklist' of what we should be aiming for, and achieving, when planning the events or exhibitions.

Too often, especially in the case of events that are staged multiple times per year, year after year, we are so focused on the back-end, the paperwork, the planning, What has worked in the past, and just 'getting it right' within the budget we rarely have the chance to sit back and ask:

• Why are we doing this?
• What do we want to achieve?
• How are we measuring results?
• Are we meeting the expectations of stakeholders - including our attendees?
• How is my event impacting the economic, social or cultural growth of the industry or community?
• Are we embracing anything new, different or groundbreaking?

Go back and look at the criteria. Try and find a category that best suits the event you manage or service you offer, and look at what they're asking for. Don't look at it as if you're seeking to be nominated - I mean we are talking the 'best of the best' here, so don't feel ashamed if you know you or your event doesn't match what they're asking for (as humbling as that is to admit)...

Instead, look at what they consider best practices, the goals of the event or provision of services, and think back on the last time you considered any of these in your event planning. Print them out or write them down, post them on your wall and ask those questions in team meetings - or to yourself.

20 Reasons I Love Event Deadlines

Great Brisbane Bike Ride - Southbank March 21 2010

Posts are few and far between. A poor example for an emerging social media advocate to display. But mum! I have an excuse!

Have been working my... body parts to exhaustion on the Supanova Pop Culture Expo Brisbane & Melbourne tours, as well as a few pretty intense weeks at Southbank Parklands; so much great stuff happening there this year - a whole new 'vibe' has descended on the venue and the events are reflecting it in such a wonderfully professional way. Even with the multitude of constructions sites, including the new ABC studios development. No pile of rubble can dissuade our event team!

Ahem.

So, we're two days out. Being Monday, with the show officially starting Friday, I understand you may think my maths is a little off, but as with any production executed on a grand scale the event begins days before the public start pushing down the doors.

I may be alone among my fellows, but this 'crunch time' is actually the most exciting time for me. I wanted to share my excitement to our 'staff list' but I suspect it may not be well received who do not share in my 'deadlines = fun' mentality. Pitchforks are known to be present for such occurrences.

And thus, the blog is the best place for it. If any of my #eventprofs fellows read it, I know many of you will share my experiences. (hey Emilie, here's another for your "You know you're an Eventprof when" list... You sleep with your phone and a 3am call doesn't immediately make you think a family member is in trouble for something...)

The peak of the "Missy Event Experience" comes when...

• Months of planning becomes checklists, & you know you've covered everything you can. Anything not covered is only a phonecall away.
• Your checklists include 'buy red-bull, unsalted almonds and blue Sharpies'
• Confirmations in become mass information emails out.
• Mudmaps become show guides.
• Organising Parking Passes and Doors lists is a game of 'who's who'
• Production schedules share similarities with war planning sessions.
• Flight reminders start pouring in. So too do emails from people who missed their flights.
• Hotel receptions asks who needs welcome baskets.
• Confirmation for catering numbers is locked in - you'll either eat like kings, or be stuck buying chips from the fast food vendors around the corner.
• You start wearing your ugliest clothes so your 'good ones' are ready for packing.
• Your Boss's business credit card is committed to memory.
• Your shopping lists is more stationary items than food items.
• The 'home office', which has degraded in to a DMZ, is ready to be packed up and shipped to your hotel, which is 1/4 the size.
• All of your documentation is uploaded to GoogleDocs so you can access it on the run.
• Weird health problems start to arise due to lack of sleep and stress, so you spend half your budget on treatment and preventative measures.
• Your breakfast becomes coffee, Berocca, and a handful of vitamins. Your dinner is a glass of wine and whatever is left in the fridge that doesn't move upon contact.
• You go out to a bar to have a 'break' and spend the entire time on your smart phone checking emails.
• In only a few days, you'll see the show crew (and returning guests) you love so dearly, but who are scattered across the entire country. This brings much joy.
• Celebrity guest speakers start twittering about how cool it will be to visit Australia.
• The buzz on twitter, Facebook and on numerous forums makes you grin with sheer joy at the absolutely amazing feeling you have when you assist in providing such unique and awesome experiences for your attendees.

I am stoked. I have pages of tasks still to be done, but I had to take the time out to share this with the blogsphere or I would burst from the excitement of it all.

And you know what? The week I get back, I head straight in to the Buddha Birthday Festival, get back in to some hard core planning of an out-of-this-world event later in the year (and early next), and 'start all over again' for the next Supanova Tour in June.

I couldn't be happier.

Missy, Richard Hatch (Battlestar Galactica) and David & Kim from Ch10's '9am' - 2009

With the delightful Teryl Rothery from

Stargate SG-1, Caprica - Supanova 2009

#EventNerd

Unless I was chartering a whale watching boat for tourists, or spending my days cleaning marine mammal tanks at a world class Oceanarium , I don't think I could love my work any more than I do. I may try and pass myself off as a self respecting geek in the real world, but I am a complete NERD for anything to do with Event Management.

Articles, magazines, books, reviews, images, checklists, How-To's and How-Not-To's, event manuals... Oh gosh, event manuals. Who would have thought someone would get excited about emergency contact lists, run sheets, floor plans, build schedules...? Me, that's who.

The term Event Nerd is probably not one that is completely original, but I'm running with it. I realised it was true when some friends of mine, who run a successful Pop Culture website and podcast called (Cool)Shite on the Tube, posted a question about 'Collectors'. What is it that you collect? Coins, stamps, comics, scarves, CD's, shoes...?

I had to think long and hard. Since my little turn with The X Files when I was a teenager, I've never been really in to collecting anything.

Sure, I have a healthy DVD collection, but I'm certainly no rival to Civic Video. Comics? Nah, I have two shelves at best and budget doesn't allow for anything more than a passing interest. Celebrity Autographs? Again, nope - the ones I have are a personal reminder of the people I've met, through work or attending conventions or appearances.

So it boiled down to - what is it that I love?

That, my friends, was an easy answer. Events. Event Management. Attending or working, or watching from afar as I read Livejournal reviews, Facebook updates and more recently, live twitter streams. I realised then what it was that I have been unconsciously collecting since day dot: Event Lanyards.

Sounds pretty lame, right? Hear me out.

I'm talking about event passes, ID's, event registration: the things that security will hassle you for every time you walk through a convention hall doorway. I'm being specific, too. Tickets (such as those for theatre, music gigs, movies, etc) don't count. Unless it holds special sentimental value, or is required for taxation purposes, paper or cardboard tickets get thrown out as soon as I empty my wallet. No, I'm talking about those shiny, colourful bits of card, or plastic, laminate - whatever it is, that at some point has to be seen on your person. These days, that mostly means lanyards.

I was first inspired, I think before I had even attended my first real 'event' or convention, by a friend in Sydney who worked in the industry. Apart from the rest of his house being a complete GEEK HEAVEN (now there's a guy who takes DVD collecting seriously), it was a simple but impressive collection of event lanyards hanging from his coat rack. It was not long after that I started my own collection.

They represented to me a number of things:

1. Sentimentality, mostly; a reminder of events that I had attended or worked for, and reflected upon fondly. I will also admit, just quietly, that there's a touch of 'rock star' to an "all access pass". Who wouldn't get a thrill?

2. There's an appreciation of good planning, too. An event lanyard and what comes with it reflects on the quality of the event - does it have a contact list, photo ID, venue map, emergency procedures? Is the lanyard itself sponsored or otherwise branded? Does it come with a pouch to hold the rest of your essential goodies, or is it a hole punched bit of paper that you have to find a safety pin with which to attach it to your shirt?

3. Lastly, an appreciation of art and design. We're not talking about a Warhol or da Vinci here, but tasteful and thoughtful consideration about how the whole lanyard and ID combo represents your event. Colourful and informative is great. Themeing is awesome. Practicality is key.

I have all sorts of examples, from the simple name tag through to ones I could use in place of a hand bag. Basic monotone to gorgeously designed. Some have even managed to be both - simple but beautiful one-off productions, commissioned by respected international artists. A REAL collectible.

Sadly, as I moved my way up through the ranks of venues and event companies, my work ID surpassed the requirement for a special event lanyard/ID, to the point where I will admit that I've asked the organiser of a particularly spectacular event if they had a spare left over just so I could add it to my collection of memories.

The following are some of my favourites. I'm biased because, as some of you know, I'm heavily involved in the Supanova Pop Culture Expo events, but even if I wasn't, they'd make my list of good lanyards and great memories.

The ID's are only a sample of those I've collected over the years - many have been lost, destroyed or are otherwise AWOL. They're created by a friend and one of the senior staff of Supanova, reflecting each event with either graphics commissioned by one of the visiting artists, or an image of one of the main celebrity guests (the blue one being Karl Urban of Lord of the Rings and Star Trek fame, who coincidently will be back for the Brisbane and Melbourne events in April).

The second example is another Supanova event of sorts - in 2007, Warner Bros. Movie World held an amazing 'sci-fi & fantasy' themed night in their parklands in conjunction with the Brisbane Expo. This particular ID was for the VIP area, although I will admit I spent less time there than I did exploring the transformed park, gawking at amazing costumes, and riding the roller coasters.

There you have it. My collection, albeit smaller than what some people posses, but at least some visual evidence that I am a self confessed but unashamed #eventnerd.

Love letter to Jeff Hurt, Or: How I learned to stop worrying and love social media

There is a fledgling new forum of Australian Business Event Professionals called 'micespace' (http://www.micespace.net.au), started by the managing editor of mice.net magazine (BTPublishing) Brad Foster. Contributors are thin and topics slow to evolve, but it is growing and hopefully as more people hear about it through the official magazine, the number of people joining and adding to the discussions will increase over time.

It is one of the few of its kind in Australia that focuses specifically on issues facing the Australian business events industry, and is a great start in evolving communication and sharing ideas.

One of the hot topics started at the end of last year was what people thought of the impact social media will have on the events industry. It sparked in me a desire to learn more about this online 'revolution', and I spent considerable time researching and implementing as much information as I could about the subject.

I know there are many people in Australia, and a staggering multiplier of that worldwide, who are champions on the subject, but I wanted to experience it all for myself, and hopefully share some of the things I learnt as someone who basically started from scratch, and see how much time it would take to absorb and begin to utilise the advice that was being given.

During my online journey, I connected with what I consider to be 'Power Players' in the event management, marketing and branding scene. Once you find the right connections and start to engage with them in real time, there is no end to the information you will find on the subjects. The volume of information doesn't seem overwhelming - in fact, I'm craving more.

Are they the absolute most amazing event professionals in the world? Hard to say, considering I've never met them in person, been to one of their events, or have much to go on but their written word on the screen, and the recommendations of others. In summary: I have no idea if they are 'the best' at managing or marketing events, but they are amazingly adept at raising their profile through personal branding, and educating others at doing the same.

At the earliest stage of my entry in to the world of event management, the phrase 'You are only as good as your last event' was bandied around like gospel. I'm starting to think that may not be as relevant any more.

What these 'Power Players' in the global industry are proving is that 'you're only as good as your brand' : if you can back up your blogrolls of advice with superb execution then sure, the feedback on the event might play some part in your reputation and ability to secure future clients or gigs.

But as all of us in this business know - stuff happens. Things go wrong. Things that seemed like a good idea at the time turn out to be the worst thing of all. The best part about running a professional event for event professionals is they understand this too: once the initial gasp of horror has passed, chances are people will turn around and give you commiseration, constructive criticism, and feedback or advice on how to possibly avoid that happening again. I would wager that things have to go horribly wrong in this day and age to have your reputation or your company complete in the dog heap.

The main reason for this is, I think, is that we are ALL new to this. The events industry is going through a rebirth, and everyone, on every level, has to rethink how things are done, and experiment until they find a way to make it work - and then change it all again as the next new thing comes along.

It takes a lot of time, research, re-education and resources to do this. Australian events have the tendency to (sometimes!) be a little behind the 'new wave', as we've not the population and monetary/corporate support to throw ourselves in the deep-end without conscious effort, consideration and support. This is why people like Jeff Hurt, Julius Solaris, Lara Mcculloch-Carter, Jenise Fryatt, Samuel Smith, Mike McCurry and a dozen others are nursing us through the upheaval with easy to read and understand concepts on everything from marketing and media technology to floorplans, legal advice and new ideas on how to freshen up your event programming.

Three months ago I was terrified I would be one of those 'left behind', that the information overload would be overwhelming. Now, I feel as if I'm connected to some of the world leaders in the field, engaged and informed, and yearning for even more.

Click here to see my post on micespace about my experiences and encouragement to others to come with me for the ride.

Follow the twitter of those mentioned above: @JeffHurt @MichaelMcCurry @Ready2Spark @samueljsmith @lyksumlikrish @tojulius or follow my twitter list for a full range of worldwide event professionals.

Stay ahead of the event-tech curve (blog)

Link to Blog post: Party Aficionado: 7 Tech Trends from CES 2010 for Event Professionals.

While your budget may not be able to afford you the latest tech gadgets, there are some other, simple 'hints' in the link below (by Cheryl at Party Aficionado) about how you can prepare for the moment when these items or concepts become the absolute 'must haves' further down the line. Some ideas are so easily implemented now you'd be foolish not to take heed.

Party Aficionado: 7 Tech Trends from CES 2010 for Event Professionals

I will admit, however, that I am still waiting for the day we move around the convention floor on hover-boards, but we take what we can get for now.

SELF INDULGENT PLUG TIME:

In Australia there is already a service provider to help you keep your attendees connected to the blogs, twitters, LinkedIn... as well as accessing other business & office tools they may be missing like a limb while away at their conference. Head on over to 8pod Internet Business Centre's website to find out how you can improve delegate experiences by anticipating their needs - including something as simple, but so often overlooked, as a multi-tech-recharge station for those draining smartphone and laptop batteries, and free-access wi-fi.

Why the 'plug'? The disclaimer is that I am attached to the 8pod IBC team as a freelance copy writer and general 'I think this is a great idea, so I'm going to help you promote it the best way I can' gal.

The beauty of the Famil

Last week I had the opportunity to visit some of Brisbane's up-and-coming function venues - whether they be heritage listed but newly refurbished pubs, unique hotels or newly developed... well.. 'club' for the better word, but for anyone who has seen the latest blockbuster 'Avatar' - the phrase 'Pandora with a liquor licence' comes to mind.

In pretty much every case, each venue had only recently come on to the 'event' scene as a reputable establishment for consideration as an auxiliary venue to a conference or event, for the purpose of a cocktail party or other semi-formal function. Some hit the mark - others prove just how well a marketing campaign can hype a venue, but give a disappointing result in actuality.

And thus we establish the value of a Familiarisation tour. More on that in a moment.

Granted, this 'mini-famil' was in itself an unofficial selection of venues based on my my own research, and what I was told (through various marketing channels and advertisments in reputable industry magazines) were a must-see. A colleague and I decided the time was right to check them out, so we cruised around town meeting various appointments with event coordinators and venues managers.

We had the intention of making it in to a more organised tour, but the timing didn't fit (Ah deadlines) and obtaining the support of a third party marketing partner didn't seem appropriate before we'd had the chance to see the venues for ourselves, and determine their value based on our own experience and what we percieved as the needs of the industry - as a broad generalisation, of course.

The lure of an off-site venue is that in most cases themeing is not required, the liquor licence is already paid for, and you get your delegates to experience something different and often times city-specific to round out the series of seminars, trade floors and workshops that have been in the same venues for three days straight.

But that is not for me to decide - at least, in so far as if my interest lies in such venues, then I must make my own way around the city to see them for myself. It doesn't take much to set up the appointments, and as long as you have a way of getting around, a self guided tour of function venues is ones own business.

What was surprising in the research stage was that pubs, clubs, restaurants and unique venues were mostly left off the list of famil offerings. Surely there are always exhibition and conference managers looking for somewhere to have their post-event wrap functions, cocktail parties, product launches, networking function or celebrity meet-n-greet? Some of these establishments offered amazing spaces, but had probably never heard of A-List Guide, EventConnect or Venues2Events. A shame for us, as much as for them.

And thus we come to the beauty of the famil tour: experiencing the venues, evaluating the pros and cons, measuring space, checking the menu, and learning what can and cannot be done to achieve the atmosphere you desire.

My frustration lies in the fact that I saw some AMAZING venues - rooms or areas that I would not have imagined would be available for the price and location I desired - and I want to share that experience with all of my associates in the industry.

Not only that, but as with all of us - time is limited. I might now have Brisbane sussed (oh how to choose!) but what about Sydney? Melbourne? Perth? I am tasked with finding a unique, alluring but accommodating and budget conscious venue in each of those cities, most likely without the opportunity to visit them first. How glorious would it be if I could contact an associate in those cities, line them up with a 'function venue famil' and get their recommendation? Or for myself to quickly trip down for the day and have the best-of-the-best lined up by a local event expert that whisks me around to see what is on offer before flying home again?

Too often has a 'site unseen' venue in another city been a disaster, or at least very below par to what their marketing brochures claim. Such auxiliary functions might seem inconsequential to the overall event - and so might they be - but I know they are remembered, for good or for bad, above the 'work day' that is the exhibition and seminar series, because of what they are supposed to represent: a chance to relax, enjoy the hospitality of the host city and organisers, perhaps network in an informal manner, or to act as a reward for team members that have worked long and hard to make the rest of the event a success. A disappointing evening function can make anyone sour and possibly affect the reputation of the event as a whole. If that event is held on the opening night or somewhere in between, it could have an impact on the disposition of attendees for days.

I'm happy that I had the opportunity and means to create my own little tour, but I don't quite know how to share that experience with others. I'm not in the game of developing a nation wide series of unique venue tours, as enticing as that concept sounds.

What do I want? To be honest - An easy answer. For me to sign up to a famil where I am shown a variety of venues and let my imagination run wild with possibilities. To have someone call me up and tell me the venue I should book in another city because it matches my wish list, that they've seen it themselves and can vouch for its appropriateness for my event.

Too slack? I suppose at the heart of the matter is that I want an avenue through which I can exchange opinions and ideas with people who are in the same business as me, that 'get it' when it comes to organising VIP, corporate functions or networking events in venues that are off the beaten track. Whether it be through a tour or recommendation in a forum, blog, magazine or whatever other means is trendy these days, something that has more substance than a restaurant or club critic that didn't have 80-100 other people and a limited budget to look out for.

If such thing already exists, please, point me in the right direction. Otherwise, I would be grateful to start an ongoing conversation with people who have shared similar experiences.

Australian Event Awards = All inclusive - and about time

Australian Event Awards recently announced that entries are now open for the 2010 awards. This will be their second year running, after what was generally thought to be quite a sucessfull first time 'round in October last year.

It is probably one of the first of its kind that is not limited to nominees being a member of an association or a particular niche sector. It has the potential to grow in to something significant that covers all types of events, whether they be 'corporate' or not.

The most interesting part of these awards - and I hope this is reflected in the type of nominations they continue to receive in the future - is that they are all inclusive. Local council-run kids programs sat alongside financial management conferences; left-of-field arts festivals competing against state government funded programs.

For a long time events that were outside 'the business sector' have struggled to gain recognition. Even the early Event Management business courses offered through university and TAFE education institutions relied heaviliy on teaching you how to run a corporate conference, with very little information or few lessons that came anywhere near festivals, community level events and fund-raisers, public exhibitions or concerts.

Thankfully that mentality has changed, albeit slightly, and there is an understanding of the need to broaden not only curriculum for up and coming event managers, but in the case of the Australian Event Awards, to recognise that the work that goes in to the planning and execution of a three day arts festival is just as significant as a three day medical conference, and should be treated with as much respect.

It would be great if there was a medium through which the organisers of such 'public' and community exhibitions and events could discuss the issues surrounding their field - there are a lot of publications, resources and associations for those in the business events sector to do just that -but grass roots events, or those that fall outside of the corporate sector face the challenge of near-zero budgets, completely volunteer teams, trouble with sourcing sponsorship, funding or investment, and a dozen other factors that simply do not extend to those events being backed by large corporations or well funded associations.

Note that this is not a critisism on the business events industry itself - I have worked with quite a few 'major players' and have a lot of respect for what they achieve. I love attending industry exhibitions and conferences that include the best in the biz, or those that are showcasing their top-of-the-line products and venues. The GFC, rising insurance costs to name only a few issues, impacts everyone in the industry - venues, PCO's, event management companies, associations and suppliers alike, no matter the scale of the event.

What the Australian Event Awards represents, to me, is an alliance of all levels of event planning and execution, and an understanding that we're all in this together - for good and for bad. I have hope that as it continues to grow, and we start to see more of the volunteer-run, 'offbeat', commercial or community level events standing up to be counted.

I also hope this is the beginning of a new wave of enthusiasm for the 'small players' to achieve their best, and to get together to combat their issues together, share information and support, rather than thinking they are alone and in the shadows of the Australian events industry.

Nominate your event - yes even that one night variety-show fund-raiser where the suppliers worked for free, but boy where the media outlets impressed - by visting the Australian Event Awards website: http://eventawards.com.au/

Good luck!