Extraordinary Events

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Extraordinary Events
Extraordinary Events

• Best Practices, Events Going Green
• Chris Clark
• Account Executive

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WELCOME...
WELCOME...

• Best Practices
• Events
• EE and the Green Event Frontier

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BEST PRACTICES
BEST PRACTICES
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BEST PRACTICES...
BEST PRACTICES...
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BEST PRACTICES...
BEST PRACTICES...

• Rough Budgeting
• Overall Budget 100,000

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BEST PRACTICES...
BEST PRACTICES...

• Rough Budgeting
• Breakdown
• FB 30,000
• Lighting 10,000
• Audio 6,000
• Rentals 12,000
• Table Décor 10,000
• Room Décor 15,000
• Production 7,000

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BEST PRACTICES...
BEST PRACTICES...

• The Outline - A Description of
• Venue
• Food Beverage
• Cocktail Hour
• Dinner
• Décor
• Tables
• Room Décor
• Entry
• Rentals

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BEST PRACTICES...
BEST PRACTICES...

• The Outline - A Description of
• Tent
• Lighting
• Audio
• Video
• Staffing
• Invitations
• Collateral

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BEST PRACTICES...
BEST PRACTICES...

• The Creative
• Plan It The Outline
• Draft It Rough It Out
• Write It Make It Sing

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BEST PRACTICES...
BEST PRACTICES...

• The Creative
• It all begins on the outside. As we will not
  have a lot of set up time within the museum, why
  not create the Big Bang outside the museum? To
  do this we will need to make a HUGE impression.
  And we have just the trick. MAX Technology.
  Using this patented projection technology, the
  entire façade of the Field Museum will be covered
  in huge format images of Chicago, the clients
  logos, technology references and even sponsor
  logo images (museum approval required). (It is
  also the perfect spot to begin introducing Sue
  in a BIG way.) This is an ideal opportunity to
  reinforce corporate branding and identity, and
  perhaps, any User Week images. These images not
  only make a HUGE impression on arriving guests,
  but also create initial entertainment and décor.
  Most people have not had the opportunity to see
  MAX Technology. Many people may have had the
  opportunity to see the Field Museum. So by
  bringing the two together, George P. Johnson
  creates a unique and first-time experience for
  the guests.

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BEST PRACTICES...
BEST PRACTICES...

• The Menus
• BUTLERED HORS D OEUVRES
• Assorted Wolfgang Puck Gourmet Pizzas
• Gorganzola and Caramelized Onion Pizza
• Four Cheese Pizza with Fontina, Mozzarella, Goat
  Cheese and Parmesan Cheeses, Plum Tomatoes and
  Basil
• Grilled Vegetable Pizza with Fresh Herbs
• Pepperoni Pizza with Roasted Shallots and Red
  Peppers
• Roasted Butternut Squash Soup with Calvodos Crème
  Served in Demitasse
• Miniature Lobster Club Sandwich on Walnut Toast
  with Bacon Beurre Blanc
• Lightly Battered Tempura Shrimp with Black Bean
  Vinaigrette
• Crispy Ginger Chicken with Thai Peanut Sauce
• Crisp Vegetable Spring Rolls with Apricot Mustard
• Assorted Vegetable Bruschetta brushed with Olive
  Oil and Garlic
• Eggplant Sushi with Wasabi and Pickled Ginger
• Braised Artichoke Heart with Goat Cheese Mousse

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BEST PRACTICES...
BEST PRACTICES...

• The Floor Plans

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BEST PRACTICES...
BEST PRACTICES...

• The Floor Plans

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BEST PRACTICES...
BEST PRACTICES...

• Renderings Style Boards

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BEST PRACTICES...
BEST PRACTICES...

• Renderings Style Boards

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BEST PRACTICES...
BEST PRACTICES...

• Renderings Style Boards

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BEST PRACTICES...
BEST PRACTICES...

• Renderings Style Boards

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BEST PRACTICES...
BEST PRACTICES...

• Other Forms
• Pre-production Timeline
• Signage
• The Contact List
• Check Requisition
• Linen Spreadsheet
• Truck Schedule
• Rooming List
• Vendor Memo
• Flow Chart

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BEST PRACTICES...
BEST PRACTICES...

• Pre-Production Timeline

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BEST PRACTICES...
BEST PRACTICES...

• The Contact List

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BEST PRACTICES...
BEST PRACTICES...

• The Linen Spreadsheet

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BEST PRACTICES...
BEST PRACTICES...

• The Vendor Memo

The George P. Johnson event is almost here and
we just want to review a few points, some of
which (first two) are redundant, yes we know, but
nonetheless important.   LANGUAGE Everyone
please remember to demonstrate decorum at ALL
times as the client will be popping in
sporadically to see the progression of the
load-in. This means we need to watch our
language, no disparaging comments about ANY
client.   RADIO COMMUNICATION Decorum should
also be maintained over radio communication as
well. Only positive talk all around. It is
important to remember that when a sticky
situation comes along, to go and find the person
who can best help you instead of discussing the
problem over the radios. This is especially
important to remember on show day. When On-site,
please use radios to communicate, not cell phones
unless absolutely necessary.   ATTIRE It is
very important to our GPJ clients that NO company
shirts are worn on site. Please make sure all of
your crews are aware of this. We need to dress
and act professionally at ALL times.
Anyone who will be on-site during the event will
need to dress in either business casual attire
(sport coats) if visible (e.g. tech booth), or
nice all blacks (tech guys behind the scenes). No
hats, jeans or t-shirts. Also, since the artists
are sensitive to animal rights, we ask that you
also do not wear any leather (leather shoes are
ok). Please be prepared for varying
weather conditions if you are working at the tent
in Grant Park. For the first few days we will not
have any shelter so you may want to bring a hat
and sunscreen until the tent is built. We will be
providing water for the crew during set up, but
it may be hot in the sun so be prepared.  
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BEST PRACTICES...
BEST PRACTICES...

• The Production Schedule

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BEST PRACTICES...
BEST PRACTICES...

• Emergency Plan Crisis Management
• Always have a plan. ALWAYS.
• You will never know how important a plan is
  until you have to use it. Then it pays
  DIVIDENDS.
• Have a call chain in place so if anything
  happens one person does not have to call
  everyone.

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BEST PRACTICES...
BEST PRACTICES...

• Emergency Plan Crisis Management
• Have an emergency plan in place for your team so
  if something happens everyone knows what to do
  and where to meet in case of an evacuation (i.e.
  at the flagpole in the parking lot across the
  street)
• Color code badges so security can tell from a
  distance who is supposed to be where
• Have an emergency card on all of your staff so
  you have contact information and allergies etc.
  in case of emergency

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BEST PRACTICES...
BEST PRACTICES...

• Emergency Plan Crisis Management
• Prepare a comprehensive manual for all events
  staff that includes
• Medical Emergency Procedures
• Local Hospitals (Phone Map/Directions)
• Pharmacy (Phone Map/Directions)
• Security Assistance
• Lost Found Plan
• Crisis Response Program
• Emergency Guest Evacuation Procedures

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BEST PRACTICES...
BEST PRACTICES...

• Emergency Plan Crisis Management

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EVENTS CHALLENGES
EVENTS CHALLENGES
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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EVENTS CHALLENGES...
EVENTS CHALLENGES...
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GREEN EVENT FRONTIER
GREEN EVENT FRONTIER
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EE THE GREEN FRONTIER...
EE THE GREEN FRONTIER...

• What is a Green Event?
• What Does That Look Like in the REAL World?
• What Event Elements are MOST Important?
• Whats the Dream?

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EE THE GREEN FRONTIER...
EE THE GREEN FRONTIER...

• CSR...
• C Corporate
• S Social
• R Responsibility

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• Washington Mutual Atlantis, Bahamas

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• Washington Mutual Atlantis, Bahamas

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• Mueller Co. Cabo San Lucas, Mexico

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• CEMEX Cancun, Mexico

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• CEMEX Cancun, Mexico

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• CEMEX Cancun, Mexico

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• CEMEX Cancun, Mexico

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• CEMEX Cancun, Mexico

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...

• Cisco Systems San Francisco, California

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EEs GREEN CSR EVENTS...
EEs GREEN CSR EVENTS...
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GREEN CHECKLIST...
GREEN CHECKLIST...

• By Joella Hopkins
• Editor, California Green Pages
• www.cal-greenpages.com

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GREEN CHECKLIST...
GREEN CHECKLIST...

• Catering...
• Purchase local
• Seasonal
• Organic and fair trade
• Vendors with sustainable practices
• No endangered items
• Recycle and composting
• Post consumer paper containers
• Green cleaning

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GREEN CHECKLIST...
GREEN CHECKLIST...

• Décor Design...
• Live centerpieces
• Silk
• Soy candles
• Prop materials made of reclaimed wood, bamboo,
  cork, hemp, etc.
• Live material gifts
• Furniture
• Donate décor

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GREEN CHECKLIST...
GREEN CHECKLIST...

• Printing...
• Dont. Go electronic.
• Onsite, print on recycled materials
• Sharing
• Electronic conference outlines

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GREEN CHECKLIST...
GREEN CHECKLIST...

• Technical...
• Reduce consumption
• LED
• Scheduling
• Local entertainment

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GREEN CHECKLIST...
GREEN CHECKLIST...

• Transportation...
• Eco-friendly cars, limos, buses
• Purchase carbon off-sets

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GREEN CHECKLIST...
GREEN CHECKLIST...

• Venue...
• Choose hotels and locations with sustainability
  programs
• Natural sites

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• The Rules of Green Meetings
• By Tim Sanders

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 1. Create Electronic Attendees...
• Use online registration.
• Digital conference materials.
• Go fully electronic in three years.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 2. Find Green Sponsors...
• Executive sponsorship (incremental ).
• Presenting opportunity (this meeting was greened
  by...)

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 3. Integrate Event Miles Into All Conference
  Planning...
• Calculate total distances
• Report this calculation for attendees, presenters
  and exhibitors.
• Integrate this into your site

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 4. Measure...
• Use event calculators (meetgreen.com).
• Benchmark your event against other conferences.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 5. Reduce the Footprint of the Meeting...
• Always print on two sides.
• Eliminate the use of virgin paper.
• Handouts via email or thumb drives

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 6. Require ...
• Hotels to provide information about their
  eco-efficiency.
• Vendors to supply organic, local or fair trade
  products.
• Exhibitors to reduce/eliminate printed handouts
  or disposable gimme-items.
• Presenters to reduce or eliminate printed
  handouts.
• Caterers or hotels to use bulk containers for
  condiments and sundries.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 6. Require ...
• Use ground transportation instead of air
  shipping.
• All parties to pay offsets (carbonfund.org) for
  their carbon emissions.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 7. Reuse Whenever Possible...
• Use local food banks in host communities.
• Distribute unused hotel room amenities to local
  shelters.
• Use generic Signage, placards and badge holders.
• Have host hotels automatically reuse linens for
  the conference.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 8. Eliminate Disposable Event Items...
• Never use dated signage, badges or physical
  conference material.
• Reusable water bottles and filtered water
  containers.
• Use dishes, fabric napkins and silverware.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 9. Recycle...
• Collecting all unused materials at trade shows.
• Recycling bins through the conference commons.
• Ask attendees to participate in recycling.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 10. Give back
• Purchase offsets for all carbon emissions related
  to an event.
• Stage an community event in the host community.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 11. Report
• Tracks the event's footprint.
• Document the positive impact of the green efforts
  to attendees.
• Green exhibitor award.

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THE DIRTY DOZEN...
THE DIRTY DOZEN...

• 12. Never consider your job complete.

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CAN IT BE MEASURED? ...
CAN IT BE MEASURED? ...

• ROI vs. ROO

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WHAT ABOUT YOU? ...
WHAT ABOUT YOU? ...

• Being Green
• in
• South America

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THANK YOU!
THANK YOU!