Events serve as important platforms for bringing people together, fostering connections, and sharing knowledge.
However, to truly maximize their impact, it is essential to ensure that events are inclusive, providing an environment where all participants feel valued, respected, and empowered.
Knowing where to start or what strategies to use can be challenging. This article will explore key strategies and considerations for making events inclusive, promoting diversity, accessibility, and a sense of belonging.
What exactly is an inclusive event?
An inclusive event is one that welcomes and embraces individuals from diverse backgrounds, including different genders, ethnicities, religions, abilities, and socioeconomic statuses.
It involves creating an atmosphere where all participants feel comfortable and respected and have equal opportunities to engage and contribute.
Photo by Katie Moum
And it all starts with an inclusive mindset. This means being open to different perspectives and backgrounds and actively seeking to create an environment that welcomes and respects all attendees. To achieve this, event organizers should begin by examining their own biases and assumptions and working to create an environment that is welcoming to all.
Pre-event planning
Define clear inclusion objectives
Before organizing an event, clearly define inclusion objectives aligned with the event’s purpose and target audience. These objectives may include promoting diversity in speakers, ensuring accessibility for individuals with disabilities, creating safe spaces for underrepresented groups, or fostering cross-cultural understanding. Clearly articulating these objectives will guide the event planning process.
Aim for a diverse representation
Aim to have diverse representation in all aspects of the event, including speakers, panelists, performers, and organizers. Strive to include individuals from different backgrounds, perspectives, and expertise levels. This representation will enrich discussions, inspire innovative thinking, and provide diverse role models for participants.
Ensure accessibility
Consider accessibility needs and make necessary accommodations to ensure that individuals with disabilities or special needs can fully participate. This includes providing wheelchair accessibility, sign language interpreters, captioning services, assistive listening devices, and materials in different formats (such as audio, braille, or large print), as well as allowing for different learning styles. Consult with accessibility experts or disability advocacy organizations to ensure your event is truly inclusive.
Photo by Ramona
Event organizers should also provide a quiet space for attendees who need a break from the noise and crowds. This can be especially important for individuals with sensory processing issues or anxiety disorders.
Select the appropriate venue
Choose event venues that are accessible and inclusive. Ensure that the venue has appropriate wheelchair ramps, accessible restrooms, and designated seating areas for individuals with disabilities.
Photo by Yomex Owo
Consider the acoustics of the space to accommodate individuals with hearing impairments. Additionally, select venues that align with inclusivity values and welcome diverse groups.
Creating an inclusive event environment
Cultivate an inclusive culture
Create a welcoming and inclusive atmosphere by setting the tone for respectful and inclusive behavior. Encourage participants to actively listen, engage in constructive dialogue, and avoid discriminatory or offensive language. Establish clear guidelines for respectful communication and implement mechanisms to address concerns or issues that arise during the event.
Include safe spaces and affinity groups
Designate safe spaces or affinity group areas where individuals from marginalized or underrepresented communities can connect, share experiences, and find support. These spaces can promote a sense of belonging and provide opportunities for networking, mentorship, and community building.
Favor a culturally sensitive programming
One of the most effective strategies for creating an inclusive event is emphasizing diversity and inclusion in the programming. Consider the diversity of your audience and incorporate diverse cultural elements into the event.
Photo by Daria Nepriakhina
This may include offering various cuisine options, recognizing and celebrating important cultural holidays or observances, and showcasing diverse art, music, or performances. This also means featuring speakers and presenters from various backgrounds and perspectives and including topics relevant to a broad range of attendees.
Provide diverse food and beverage options
Food and beverage options can be an essential aspect of creating an inclusive event. Event organizers should be mindful of providing options that accommodate different dietary needs and restrictions, such as vegetarian, vegan, and gluten-free options.
Additionally, providing options that reflect the diversity of the attendees and the broader community can help create a more inclusive environment. This can include options that reflect different cultural traditions and cuisines.
Aim for inclusive language and visuals
Pay attention to the language and visuals used in event materials, such as signage, programs, and presentations. Use inclusive language that avoids assumptions or stereotypes and respects individuals’ identities, ethnicities, and abilities. For example, using gender-neutral language and avoiding ableist language can help ensure that all attendees feel welcome and valued.
Consider providing materials in multiple languages to accommodate diverse language preferences.
Promoting active participation
Provide interactive formats
Design event sessions and formats that encourage active participation from all attendees. Small group discussions, workshops, and interactive activities can help foster engagement and diverse perspectives. Incorporate inclusive facilitation techniques, such as round-robin sharing, where each participant has an equal opportunity to contribute.
Give networking opportunities
Facilitate networking opportunities that encourage diverse connections. Organize structured activities, mixers, or networking sessions that enable participants to interact with individuals outside their usual circles. Consider using icebreakers or conversation starters that promote inclusivity.
Photo by Brooke Cagle
Invest in an engaging moderation
Ensure event moderators are skilled in inclusive facilitation and actively encourage participation from all attendees. Moderators should be trained in creating a safe space, managing discussions, and addressing any biases or discriminatory behavior that may arise during the event.
Address harassment and discrimination
Finally, event organizers must address harassment and discrimination in all its forms. This includes taking proactive steps to prevent harassment and discrimination from occurring and creating a process for attendees to report incidents if they occur.
Event organizers should also be prepared to act swiftly and appropriately if harassment or discrimination is reported. This may include removing individuals from the event or contacting law enforcement if necessary.
Post-event reflection and improvement
Feedback and evaluation
Gather feedback from participants regarding their experience of inclusivity. Conduct surveys, focus groups, or individual interviews to assess your strategies’ effectiveness and identify improvement areas. Analyze the feedback to gain insights into participants’ experiences and suggestions for enhancing inclusivity in future events.
Continuous learning and adaptation
Use the feedback received to refine future event planning and ensure continuous progress in creating inclusive events. Reflect on what worked well and what could be improved, and integrate these insights into your event planning process. Stay updated on emerging best practices and inclusivity trends to enhance your events continually.
In conclusion
Whether it is a conference, a workshop, or a networking event, creating an inclusive environment should be a top priority for any event organizer.
This requires intentional effort and a commitment to creating an environment that welcomes and respects all attendees.
By setting clear inclusion goals, developing a comprehensive event strategy, promoting active participation, and seeking feedback for improvement, event planners can create environments where all participants feel valued and empowered. Embracing diversity in speakers, providing accessibility, cultivating a culturally sensitive environment, and facilitating networking opportunities are key components of inclusive event planning.
In the modern era, the business world is becoming increasingly globalized. This has led to a surge in the demand for logistics managers who are responsible for managing the movement of goods and services. The role of logistics managers is critical in ensuring that a company’s supply chain is functioning efficiently, as they are responsible for coordinating the entire logistics process, from planning and scheduling to delivery and management of inventory.
In this article, we will discuss the importance of logistics for events and the role and responsibilities of a logistics manager in detail.
What is a Logistics Manager?
A logistics manager manages the movement of goods and services within a company’s supply chain. He oversees the planning, execution, and monitoring of the entire logistics process, including transportation, storage, and distribution of goods and services. He is responsible for ensuring the supply chain runs smoothly, efficiently, and cost-effectively.
A logistics manager is typically responsible for managing a team of logistics professionals, including warehouse supervisors, transportation coordinators, and inventory analysts. In addition, he works closely with other departments of the company, such as production, sales, and finance, to ensure that all aspects of the supply chain are aligned and functioning efficiently.
The responsibilities of a Logistics Manager
The responsibilities of a logistics manager vary depending on the size and scope of the company they work for. However, some of the most common duties of a logistics manager include:
Planning and scheduling
The logistics manager is responsible for creating a logistics plan that outlines the movement of goods and services from the point of origin to the point of consumption. This includes scheduling transportation, managing inventory levels, and coordinating the activities of different departments.
Transportation management
The logistics manager is responsible for managing the transportation of goods and services from one location to another.
This includes selecting the appropriate mode of transportation, negotiating rates with carriers, managing the shipping process, and ensuring that goods are delivered on time.
Inventory management
The logistics manager manages inventory levels to ensure that goods are available when needed. This involves forecasting demand, ordering goods, and managing storage facilities.
Risk management
The logistics manager is responsible for identifying and mitigating risks associated with the company’s logistics operations. This includes managing risks related to transportation, warehousing, and inventory management.
Supplier management
Managing relationships with suppliers and ensuring they meet the company’s quality standards is a part of the logistics manager’s job. This involves monitoring supplier performance, negotiating contracts, and resolving any issues that arise.
Cost management
The logistics manager is responsible for managing logistics costs and ensuring that the supply chain operates cost-effectively. This typically involves analyzing logistics data, identifying cost-saving opportunities, and implementing cost-reduction strategies, such as negotiating rates with carriers, managing warehouse costs, and optimizing inventory levels.
Team management
The logistics manager manages logistics teams, including hiring, training, and supervising employees. This includes ensuring team members have the necessary skills and resources to perform their jobs effectively.
Performance monitoring
The logistics manager monitors logistics performance to ensure the company meets its objectives. This includes tracking key performance indicators, such as on-time delivery rates, inventory levels, and transportation costs.
Compliance management
The logistics manager is responsible for ensuring the company’s logistics operations comply with all relevant laws and regulations. This includes managing compliance with customs regulations, safety regulations, and environmental regulations.
Warehousing
The logistics manager is responsible for managing the company’s warehousing operations. This includes selecting and managing warehouse locations and inventory levels and ensuring that the warehouse operates efficiently.
The skills required to be a Logistics Manager
A logistics manager’s job requires a wide range of skills and abilities. Some of the essential skills for this role include:
Analytical skills: analyzing complex data to identify trends and patterns that can be used to optimize logistics operations.
Leadership skills: leading a team of professionals and motivating them to achieve their goals.
Communication skills: communicating effectively with team members, suppliers, and customers to ensure that logistics operations are running smoothly.
Problem-solving skills: identifying problems and finding solutions quickly and efficiently.
Technical skills: understanding logistics systems and technologies, such as transportation management software and warehouse management systems.
Career path and salary range
The career path of a logistics manager typically begins with a bachelor’s degree in logistics, supply chain management, or a related field. However, some companies may require a master’s degree in logistics or business administration for more advanced positions.
Entry-level positions in logistics management may include roles such as transportation coordinator, warehouse supervisor, or inventory analyst. As they gain experience, they may advance to transportation, distribution, or supply chain management roles.
The salary of logistics managers varies depending on their level of experience and the size and scope of the company they work for.
In the USA, the median pay was $77,030 annually in 2021. The job outlook is excellent, with an estimated 28% projected growth rate in employment from 2021 to 2031.
In Canada, the salary ranges from Can$52,000 to Can$79,000, whilein France, the salary ranges from €30,000 to €40,800 annually.
The importance of logistics professionals for events
Photo by Shoot Studio
Here are some of the reasons why logistics is vital for events:
1. Timely delivery
Events require a lot of equipment and supplies, such as audiovisual equipment, furniture, decorations, and catering supplies. Logistics helps ensure that all these items are delivered to the event venue on time so the event can start as planned.
2. Coordination of vendors
Events often involve multiple vendors, such as caterers, decorators, and audiovisual technicians. Logistics helps to coordinate these vendors so that they can work together seamlessly to create a cohesive event experience.
3. Transportation
Events may require transportation for attendees, speakers, and VIPs. Logistics helps to arrange transportation to and from the event venue and transportation for equipment and supplies.
4. Venue setup
Logistics is critical in ensuring the event venue is set up correctly, with all equipment and supplies in the right place. This includes arranging seating, tables, signage, and other items necessary for the event.
5. On-site management
During the event, logistics is essential for managing any issues that may arise, such as last-minute changes, equipment malfunctions, or unexpected circumstances. Logistics professionals are trained to handle these situations quickly and efficiently, minimizing the impact on the event.
In conclusion
As we’ve seen, the job of a logistics manager is a complex one that requires a lot of planning, coordination, and attention to detail. In addition, logistics managers have to manage multiple tasks and projects simultaneously while ensuring that deadlines are met, budgets are adhered to, and quality standards are maintained.
Logistics plays a crucial role in the success of events by ensuring that everything is delivered and set up on time, vendors are coordinated, transportation is arranged, and any issues that arise are managed efficiently. Without logistics, events would be chaotic and disorganized, which could lead to a poor attendee experience and damage to the event’s reputation.
At totm exposition, we have experienced logistics managers who will ensure your participation at a trade show goes smoothly! Contact us to discuss your future project!
The COVID-19 pandemic has affected almost every organization through labor shortages, supply chain problems, and the economic ramifications that have refocused attention on mental health and wellness in general.
As a result, incorporating wellness elements in events is becoming more common.
Indeed, according to PCMA, “two out of five planners said they had added content related to workplace mental health and work/life balance to their educational program. An equal number have changed the design of their in-person event—the most common tweaks are more networking and activity/movement opportunities, followed by healthier F&B options.”
For a long time, physical health offerings (yoga, morning runs, healthier food and beverage options, etc.) were a “nice-to-have” option at many events. However, it’s becoming a requirement if you want people to attend.
In this article, we are going to explain why you should include wellness in your corporate events and how to go about it.
Why include wellness in your events?
Adding wellness to your events is essential for several reasons.
When you plan corporate events for employees like team-building exercises, seminars, etc., including some wellness components will be beneficial in the following ways.
Encourage a healthy lifestyle.
Incorporating wellness activities such as yoga, meditation, or healthy food options during corporate events can encourage employees to adopt healthier habits, which can have long-term benefits for their overall health and well-being.
Boost employee morale.
Employees who feel that their company values their well-being are more likely to be motivated and engaged in their work.
Incorporating wellness into your events can help your employees feel appreciated and supported, which can improve morale and overall job satisfaction.
Reduce stress and burnout.
High levels of stress and burnout can negatively impact employee performance and productivity. Offering stress-reducing activities such as mindfulness exercises, guided meditation, or massages can help employees reduce their stress levels, improve their mental health, and avoid burnout.
Increase productivity.
A focus on wellness can lead to increased productivity and efficiency. Employees who feel healthy, energized, and engaged are more likely to perform well and achieve their goals.
Enhance company culture.
A focus on wellness can create a positive company culture that promotes health and well-being. This can attract and retain talented employees who value a healthy work-life balance. It can also promote a sense of community among employees.
If you are organizing conferences and trade shows
Adding wellness to your events will be beneficial in the following ways.
Help your attendees thrive.
During a nonstop day of programming, engagement may start to wane. Wellness intervals can keep your attendees from becoming overwhelmed with information. In addition, enjoying a few minutes between or after meetings to disengage and relax will allow them to feel more energized, balanced, and focused.
And why not plan an outdoor breakout session and incorporate walking into your event? That could help re-energize your attendees and improve their mood, blood flow, and cognitive function.
Attract more attendees.
The success of your event in terms of participation can be impacted by incorporating wellness, as it will draw attendees interested in health and wellness. By doing this, you may be able to expand your audience and boost event attendance.
Health and wellness ideas for corporate events
Meditation and yoga sessions
By offering yoga and meditation sessions before or after the event, you can help your employees relax and focus.
These sessions can also be used during a conference or trade show to help attendees relax and rejuvenate. Indeed, trade shows are notoriously exhausting for exhibitors, organizers, and attendees. These sessions can be scheduled during breaks or before and after the event.
And for the one in six event attendees with sensory-processing issues, why not take inspiration from the Overland Park Convention Center in Kansas, which opened a dedicated room with reduced lighting and noise for guests who may feel overstimulated and need a more secure environment?
You can also schedule short mindfulness breaks throughout the event to help attendees stay focused and centered. These breaks can include breathing exercises, guided meditation, or other mindfulness activities.
Healthy food and beverage options
By providing healthy catering options, you’re promoting good nutrition and healthy eating habits.
Instead of feeding your employees and attendees donuts, candy, and fried foods, try to include fresh fruits and vegetables, whole grains, lean proteins, and low-sugar beverages.
Why not set up a smoothie bar with either a “Smoothie Barista” who will make the smoothies or a selection of milk and milk substitutes, yogurts, fresh fruits and vegetables, protein powders, etc., and blenders so that your participants can make their own?
As a way to start the day off right, you could also host an outdoor breakfast with coffee, tea, and a variety of foods like yogurt, fresh fruit, and granola.
Also, think about adding more creative non-alcoholic drink options to your after-work parties, such as mocktails, so that people can enjoy a “fun” drink without it having to be alcohol-based.
By organizing a fitness challenge, you can encourage your employees to get active and improve their fitness levels.
These fitness challenges can also be part of team-building activities. Aside from being a great way to encourage a sense of belonging in the company, team-building activities involving physical exercises, such as hiking or outdoor games, can improve your employees’ mood.
Think about rewarding participation in the challenge, as it will help get your employees on board!
During conferences and trade shows, especially if they span a few days, you can encourage attendees to get moving by offering active break options, such as group walks, stretching exercises, or fitness challenges.
You might want to avoid scheduling a 5K run/walk as it might be overwhelming for most, but how about an 8,000-step-a-day challenge?
Massage therapy
You can promote relaxation and stress relief among your staff by offering massage therapy during breaks. This will, in turn, help them be more productive.
The same is true for attendees at an event; quick massage sessions can be an excellent way to decompress and encourage relaxation. So why not plan for quieter areas with massage chairs where your attendees can enjoy a few minutes of me-time?
Mental health support
Many people struggle with their mental health, even though they might not show it.
Providing resources and support for your employees struggling with mental health issues can make all the difference. You can organize talks and workshops to raise awareness about mental health issues and offer support for those who need it. You can also subsidize mental wellness and therapy services.
During conferences and trade shows, you can set up a few quiet areas where people can meet counselors or find resources for seeking help.
In conclusion
As we’ve seen, adding wellness to your internal corporate events can benefit both your employees and your organization. Indeed, by promoting health and wellness, you can help employees maintain a healthy work-life balance, improve their well-being, and ultimately boost productivity and engagement, which in turn, creates a more positive workplace culture that supports the success of your organization.
As for conferences or trade shows, incorporating health and wellness elements can create a positive, energizing experience for attendees that supports their physical, mental, and emotional health and promotes well-being and productivity.
The events industry employs a wide variety of professionals. Those who come first to mind are project managers, producers, salespeople at trade shows, etc. But many more profiles are contributing to the success of an event.
Regarding trade shows, exhibitors’ booths are among the most visible elements. The conception and building of these structures require a whole team of professionals: project managers, designers, warehouse workers, etc.
Today we are going to look at this sometimes unsung hero, the cabinetmaker.
Time for a little history lesson
Woodworking jobs are numerous and varied: lumberjack, carpenter, joiner, cooper, woodturner, wood carver, stringed instrument maker, etc.
In the events industry, and more specifically when it comes to exhibition booths for trade shows, one of these crafts is vital; we are talking about the cabinetmaker.
Cabinetmakers are craftspeople who transform wood to create functional or decorative furniture (source: Wikipedia).
Historically carpenters were the ones who worked with wood, mainly to build the structure of a house. Then came joiners who specialized in smaller items.
In France, the word “ébénisterie” (cabinetmaking) appeared for the first time in a dictionary in 1732. The word itself comes from “ébène” (ebony), a rare and valuable wood. Of course, using wood to decorate or build furniture dates back a lot earlier, since antiquity for Israel and Rome and the Middle Ages for Europe. But, before the 16th century, ebony was only used for small objects, such as chess boards or small boxes.
It’s really under the reign of Louis XIV, thanks to Charles Le Brun and Charles Boulle, that marquetry veneer really starts to become ubiquitous with the use of thin layers of ebony, copper, tin, or shells. By the mid-17th century, the joiners’ corporation finally welcomed this new category of craftsmen, initially referred to as “ebony joiners.”
Nowadays, cabinetmakers use new materials and sophisticated, high-performance machines, notably Computer Numeric Controlled (CNC) Machines.
Photo by Shoot Studio
Cabinetmakers in the events industry
Let’s return to the events industry, specifically professional trade shows. Cabinetmakers are essential actors when it comes to building booths for exhibitors.
Indeed, the cabinetmaker is in charge of preparing and building all the walls and partitions, but also the furniture, following the blueprints provided by the designer. He is also an integral part of the assembly of all the components of a booth.
He has to work harmoniously with the project manager and the designer to ensure all the deadlines are met.
Photo by Shoot Studio
To complete these tasks successfully, the cabinetmaker has to master all the stages in a cabinetmaking project, i.e., conception, production, and assembly of all the components in the project. In addition, he must master the use of the tools required to complete the projects, be an expert in reading blueprints and be knowledgeable in mathematics. Finally, he needs a deep understanding of the raw materials that are used in construction. He now also needs to be able to program and operate CNC machines.
Education
In the USA, most employers prefer to hire individuals with a minimum of a high school diploma or General Educational Development (GED) credential, even though cabinetmakers are not required to have completed formal education related to the trade. Generally, a minimum of three years of experience is required to be considered a skilled craftsman. Still, some cabinetmaking apprenticeships are available after a high-school diploma and are usually completed in four years.
In the province of Quebec (Canada), specific diplomas are required to be able to work as a cabinetmaker: a Diploma of Vocational Studies (DEP) in Wood and related materials—cabinetmaking or a Diploma of College Studies (DEC) from the “École Nationale du meuble et de l’ébénisterie” (Victoriaville and Montréal).
Photo by Shoot Studio
In France, it is possible to start with a Professional Qualification (CAP) in cabinetmaking (2-year curriculum), then proceed with a Vocational Diploma (Bac Pro) in Cabinetmaking (also two years). Other diplomas are available such as a BMA (trade degree level 4) and a BTMS (vocational qualification) level 3. A master’s degree is in the process of being recognized on a national level.
How much does a cabinetmaker earn?
In the USA, cabinetmakers earned an average of $40,070 annually in 2021. In addition, the BLS (U.S. Bureau of Labor Statistics) predicted a 4% growth in employment for the woodworking field between 2021 and 2031, with good job prospects for highly qualified candidates.
In France, a novice cabinetmaker is usually paid the minimum wage (which was set at €1,709.28 monthly before taxes as of January 2023, i.e., €20,511.36 per year). On the other hand, an experienced artisan can reach up to €3,800 per month, i.e., €45,600 per year.
In conclusion
Cabinetmakers are vital when it comes to building exhibition booths, as they move a booth from a project phase to a built structure.
At totm exposition, we are very proud of our team of cabinetmakers who bring to life the ideas of our designers and clients.
We are always looking for talented craftspeople! So if you are interested or know someone who might want to join a dynamic and friendly team, please get in touch!
In-person events have made a spectacular reappearance in the past year. However, it also looks like virtual and hybrid events are here to stay. But keeping attendees engaged during this type of event will require new techniques and features. Enter the metaverse.
In this article, we are going to explain what exactly a metaverse is and how metaverses might shape the events industry in the future.
What is a metaverse?
“In science fiction, the ‘metaverse’ is a hypothetical iteration of the Internet as a single, universal, and immersive virtual world that is facilitated by the use of virtual reality (VR) and augmented reality (AR) headsets. In colloquial usage, a ‘metaverse’ is a network of 3D virtual worlds focused on social connection.” (source: Wikipedia).
In other words, we are talking about digital spaces where users can interact with each other using individualized avatars. And that’s where they differ from today’s virtual meetings: participants will join a digital event area as their own avatar and have the flexibility to wander about freely, communicate with other attendees, and create their own unique event experience.
The concept has been around for quite a long time (the term itself originated in 1992), and the first metaverse is believed to be the virtual world universe Second Life back in 2003. However, the concept came back to the forefront in 2021 when Facebook was renamed “Meta Platforms.”
According to Forbes, the potential economic value of the metaverse could generate up to $5 trillion by 2030.
The technologies that go hand-in-hand with the metaverse
Elements of technology necessary to access the metaverse include regular computers and smartphones, augmented reality, and virtual reality.
Most people are very familiar with computers and smartphones, maybe less with VR and AR. So let’s define these concepts.
Virtual Reality
According to Wikipedia, “Virtual reality (VR) is a simulated experience that employs pose tracking and 3D near-eye displays to give the user an immersive feel of a virtual world. Applications of virtual reality include entertainment (particularly video games), education (such as medical or military training), and business (such as virtual meetings).”
Augmented reality (AR) is “an interactive experience that combines the real world and computer-generated content. The content can span multiple sensory modalities, including visual, auditory, haptic, somatosensory, and olfactory. AR can be defined as a system that incorporates three basic features: a combination of real and virtual worlds, real-time interaction, and accurate 3D registration of virtual and real objects.” (source: Wikipedia).
To summarize the difference between virtual reality and augmented reality, VR virtually creates a real or imaginary environment, while AR adds virtual elements to the real environment.
What could it mean for events?
New opportunities for engagement
According to Jennifer Best, VP of marketing at speaker bureau All American Entertainment: “The metaverse will transform the way we meet by remedying the number-one grievance event planners have about virtual events—that current virtual event platforms do not allow for the level of engagement they desire at their events.”
The metaverse will impact hybrid events most by breaking down the divide between the participants attending in person and those attending virtually. It might help ensure that both enjoy an engaging experience.
A more immersive experience for on-site attendees
The metaverse could become a medium that will only be constrained by the imagination of the attendees.
For example, they would be able to experience how it might feel to drive a high-power car from the safety of the car manufacturer’s booth.
We could also imagine a keynote address given in real time by a popular animated character or a panel whose stage changes based on the subject being covered.
And it comes as no surprise that it is still one of the most challenging aspects of virtual and hybrid events, primarily because of the absence of breakout sessions, which represent the best opportunity to engage in networking.
With the metaverse, we can imagine in-person attendees being able to see holograms of virtual participants through the use of AR glasses. At the same time, virtual attendees could watch in-person participants projected onto a VR version of the event. During virtual conferences, participants could debate topics in holographic form, undoubtedly offering a whole new experience of being connected whilst apart.
The metaverse could also enrich the way speakers can deliver information during virtual events. Speakers have a lot of methods at their disposal in an in-person event, but these tools don’t work for a virtual conference or panel. With the metaverse, we could imagine 3D models that would appear in front of participants.
In the corporate world, the metaverse could help bridge the gap between the physical and the virtual world, allowing for more engagement.
It’s still early to tell if the metaverse will succeed, as the necessary infrastructure is not ready yet, and there are multiple concerns regarding privacy or user safety.
Metaverses might bring some new exciting developments to the events industry. Event planners will need to adjust to it as it will undoubtedly provide opportunities for events to foster and build communities.
Last year, around this time, we published a list of five trends we believed would define the events industry in 2022. And some of them proved accurate.
After two years of the COVID-19 pandemic, events are back big time, but they look different from what they did before COVID hit.
Research by Skift Meetings shows that “meetings and events (…) use more technology, are planned with shorter lead times, have smaller attendance, and most include the option to attend remotely.”
That was 2022. So, what is in store for 2023?
Here are five trends we believe will be prominent for the meetings and events industry in the next 12 months.
Trend #1: Budgets are shrinking while costs are skyrocketing
ICE Annual Report estimates that event-related costs will increase by 83%. A sign of returned confidence in the events industry with large-scale in-person events back on the schedule, it is unfortunately also a consequence of numerous challenges: the costs of energy, F&B, and event production are on the rise, the labor shortage is still very real, raw materials prices have skyrocketed, etc.
Unfortunately, as shown in Skift Meetings’ latest report, budgets are still decreasing, as a total of 36.7% of respondents report a decrease in their 2023 budgets compared to 2019.
We believe this will affect how events are held with smaller and more local events (no air travel needed).
Trend #2: Experience-first events become even more critical
With the return of in-person events, planners might get excited that everything is back to “normal.”
And, yet, nothing could be further from the truth. Two years of the COVID-19 pandemic have given many people a taste of what a better work-life balance feels like. And, as much as people missed the in-person connections, many are not quite ready to go back to attending large in-person events if the experience is not guaranteed.
It might seem counterintuitive to say that events and meetings in 2023 will be experience-first, as events are, after all, experiences, and we’ve been talking about making your event an actual experience for years now.
But there are parts of an event that can be experienced remotely without changing the perception of attendees that much (panels, learning activities, etc.), especially as digital events and metaverses multiply.
Remote work has lessened in-person demand, and attendees now need a good reason to leave the house, especially with inflation issues, rising fuel costs, and travel problems.
Indeed, the Skift Meetings’ report states that 73% of respondents reported lower attendance to their business events compared to 2019.
So if planners want people to attend in person, they will have to shift their focus on making the event worth it by including elements that can only be experienced live and in person.
Trend #3: Tech is used to enhance the experience
With the advent of metaverses, it’s likely that event planners will start to pay more attention to using tech to enhance the experience of their attendees.
While not a new concept, metaverses gained visibility when Facebook rebranded its corporate identity to Meta in October 2021.
Some of the technologies that provide access to this virtual world, such as virtual reality (VR) and augmented reality (AR), have been around for a while but still need to gain traction at events.
Metaverses might open a whole world of possibilities for event planners, such as virtual conference centers, virtual booths, and shops. This could generate more interest in virtual and hybrid meetings and events.
Trend #4: Social listening is on the rise
Hootsuite defines social listening as “the practice of monitoring social media channels for mentions of your brand, competitor brands, and related keywords.”
Social listening can be used both for crisis and emergency, but also for social care.
Event planners can be alerted through complaints via social media about all kinds of potential crises: suspicious-looking people who need to be flagged and reported to security professionals, operational concerns such as loose sparking wires or slippery floors, health emergencies such as food poisoning concerns from people feeling unwell after having had food from the same vendor, etc.
Mainly, though, social listening will help with regular requests for help or information. A chatbot can help tremendously with that type of workload as people now fully expect mobile-friendly support channels with almost instantaneous response and problem resolution. Helplines are now things of the past!
Trend #5: Content creators are everywhere, and planners should use them
Events are a people business. Organizers and attendees, of course, but also the staff and volunteers needed to operate the booths, the doors, etc.
Almost everyone nowadays is the happy owner of a smartphone with a high-power camera. That means everybody present at an event can be a potential content creator.
Unless they are prohibited from doing so, people will share exciting moments they come across. And with the prevalence of social media these days, this trend is likely to be stronger than ever.
So take advantage of it for your events, and encourage your teams to take pictures and videos that will pique the interest of potential future attendees or show your sponsors they were well represented at your event.
And don’t forget you can also use gamification to encourage content creation among your attendees by organizing, for example, a photo scavenger hunt with prizes.
In conclusion
These are both scary and exciting times for the meetings and events industry.
On the one hand, budgets are contracting while costs are expanding, and attendees’ expectations remain the same, if not higher. The COVID-19 pandemic is still around in many places, travel woes have made the headlines multiple times in 2022, and people are not as eager as they used to be to travel for days to meet in person.
But on the other hand, we believe exciting times are ahead with more possibilities available for social care, content creation, and tech-enabled experiences.
To help you navigate these uncertain times, you can count on the teams at totm exposition. Contact us today if you have a project you would like to talk about!
At totm exposition, we are very conscious that our industry has a lot of progress to make in terms of sustainability. That’s why we have been sharing several articles on this subject.
To round up (for now) our tour of green convention centers worldwide, we are focusing now on Europe, with five more convention centers that are working hard on their sustainability goals.
Since it opened in 1987, the Austria Center Vienna has been Austria’s largest conference center. The center includes 19 halls and 180 meeting rooms on five levels, amounting to 279,862 sq. ft. of exhibition/networking space and a capacity of up to 22,800 visitors. The rooms come in all sizes and can accommodate 4 to 4,320 people.
Sustainable initiatives
As a publicly owned company, the Center recognizes its environmental and social responsibilities. They have made a point of taking steps that have a real impact on their ecological footprint.
While they have made improvements since the building was built in 1987, they also have plans for a more sustainable future. These include continuous modernization measures, greening exterior spaces, raising awareness about environmentally friendly travel options, and hosting increasing numbers of green meetings.
Since 1987, the Austria Center Vienna has been through several modernization programs. The high-efficiency heat recovery technology installed in 2018 in the ventilation system has cut energy use by 90%, while unused waste heat from the air conditioning units is injected into Vienna’s district heating network.
The Center reckons the switch to LEDs saves about 500,000 kWh of energy each year. LEDs also generate less heat than regular light bulbs, which means less demand for cooling power in hot weather.
The solar panels on the roof of the Center provide hot water for all kitchens and restrooms. The Center also has its own well, which is used for flushing the toilets in the whole building, and supplies the water required for the cooling systems.
Finally, all the electricity comes from renewable sources, mainly hydro, and is CO2 emission-free.
Reducing waste
To reduce waste from the Center’s operations as well as from the events hosted there, the Center distributes information on waste prevention measures to employees and participants.
They will also adapt their waste management concept to an event’s requirements.
The main measures include not using disposable crockery, cans or coffee capsules, or disposable packaging for giveaways, keeping printed materials to an absolute minimum and only using eco-certified paper when printed materials are necessary.
Promoting local food
The Center’s exclusive catering partner, MOTTO, offers custom-made culinary concepts and is certified according to the eco-label for green meetings. They use local ingredients and favor seasonal dishes, including vegetarian and vegan options.
Promoting mass and/or green transportation
The Center has excellent access to Vienna’s public transport network and actively promotes its use among organizers and visitors.
Promoting green meetings
The Center encourages planners to work towards sustainable solutions for the events that take place at the Center. The Center helps plan the event and obtain certification for it—free of charge. Their green meetings offer emphasizes waste prevention, eco-friendly travel options, and regional sourcing of ingredients for catering.
Awards & certifications
The Center became certified “Green Conference Center” by the Austrian Umweltzeichen eco-label in 2014.
Lille Grand Palais is a 484,376 sq. ft. building offering spaces for events from 20 to 20,000 people. The available spaces include four auditoriums, which can accommodate up to 4,550 people, four exhibition halls with 193,750 sq. ft. of space, two modular multifunctional spaces, and 28 committee rooms with 39 possible configurations installed on four levels and connected to other areas.
Lille Grand Palais is one of the few convention and exhibition centers to offer conference rooms and a large exhibition area on the same level.
Sustainable initiatives
Lille Grand Palais has long put sustainable development at the heart of its concerns and wants to reduce its environmental impact. As a result, the center has adapted its operating methods to incorporate sustainable development at all times and at all stages of the events they host. In addition, they have launched an ambitious action plan to reduce their environmental impact by reducing consumption flows for paper, energy, and water.
All waste produced at the center is sorted into ordinary industrial waste, cardboard, wood, carpets, scrap metal, and rubble from the events.
Whenever possible, alternative solutions to paper are preferred.
They adapt quantities on the bar to avoid waste, sort waste from the catering area, and recycle it. They also use eco-designed consumables that are more environmentally friendly.
Being part of the community
Lille Grand Palais contributes up to 446 direct and indirect jobs created to the local economy, the equivalent of 73 million dollars in economic benefits for the city of Lille.
Improving air quality
The center has implemented an environmentally friendly cleaning policy, choosing low polluting and degradable cleaning products.
Committing to sustainable purchasing
The center mainly relies on local and regional actors, service providers, and suppliers.
They hold annual meetings with their suppliers to develop new products, seasonal ranges, and organic products.
Awards & certifications
Lille Grand Palais’s commitment to sustainability is evidenced by two certifications, ISO14001 and the “Quality and Sustainable Development Charter” from France Congrès.
Lille Grand Palais has been ISO14001 certified since 2010. ISO14001 is an internationally agreed standard that sets out the requirements for an environmental management system. It helps organizations improve their environmental performance through more efficient use of resources and waste reduction.
The certification by the “Quality and Sustainable Development Charter” of France Congrès includes 25 commitments grouped according to 3 main axes: supporting customers for the best success of their events, making employees aware of eco-responsibility (Quality and Sustainable Development Guide, ISO Integration Path, participation in the European Weeks of Sustainable Development, …), taking action to protect the environment.
Very recently (end of May 2022), Lille Grand Palais also secured an ISO20121 certification for event sustainability management.
The center includes three auditoriums (450, 800, and 2000 places), 30 meeting rooms, and 64,583 sq. ft. of multi-purpose areas. It can host events from 200 to 4,000 participants.
Sustainable initiatives
For more than 15 years, the congress center has pursued an eco-responsible approach, as evidenced by the several certifications related to sustainability.
The Cité has a Centralized Technical Management System (CTMS), which allows efficient energy management of the building’s various technical systems, generating significant savings without loss of control for the users or loss of quality in the services available in the building.
The building is powered 100% by green energy, and waste incineration produces urban steam heating. In addition, energy-saving lamps have been installed (LED), and most rooms get plenty of natural daylight.
Reducing waste
More than 26 types of waste are sorted selectively, and 33% of all waste is recycled. Organizers and exhibitors are also encouraged to sort heavy and bulk waste.
Being part of the community
The center has implemented a food redistribution system for local associations.
Saving water
Water consumption in the center is controlled and monitored at all times.
Committing to sustainable purchasing
The center uses mostly local eco-friendly contractors, which reduces the carbon footprint for delivery services. In addition, all flower arrangements used on site are made locally.
Favoring eco-friendly, recyclable, or reusable products
This includes using eco-friendly furniture and settings, eco-designed and carpet-free booths, recyclable carpet when some carpet is necessary, printing all signage with environmentally friendly ink, favoring recyclable materials and reusable installations, etc.
For the catering part, the center offers coffee breaks featuring local organic products or products from fair trade, and the tableware is porcelain.
Awards & certifications
The center has received and maintains several certifications in relation to sustainability: ISO20121 (Sustainable Events) as well as the “Quality and Sustainability Charter” from France Congrès. The Cité is also the only French convention center among the 30 AIPC-certified centers worldwide to have been awarded the AIPC Gold Quality Standards Certification (International Association of Convention Centres).
The building offers 22 multifunctional rooms suitable for meetings, banquets, conferences, and exhibitions of all shapes and sizes, a 2,000-seat auditorium, and 48,438 sq. ft. of exhibition space. The Forum can accommodate 3,000 participants in its theater setting. The Convention Centre Dublin (The CCD) is located at the heart of Dublin’s transport hub, just 15 minutes from the airport, and within walking distance of many hotels, restaurants, and attractions.
Sustainable initiatives
The Convention Centre Dublin (The CCD) is recognized as the world’s first carbon-neutral constructed convention center and one of Europe’s most environmentally friendly venues. Its design meets the highest standards of environmental sustainability. They are also committed to long-term sustainability under the ISO14001 standard.
The Convention Centre Dublin (The CCD) aims to become Ireland’s most sustainable venue and a leading expert in sustainable event delivery in Europe. To achieve that, they have identified four goals: becoming carbon neutral by 2025, being certified ISO20121 by 2021 (which they achieved), offering sustainable hospitality, and eliminating single-use plastics by 2023.
To reduce their overall energy consumption, they rely on a sustainable energy supplier, which has allowed them to reduce their carbon emission output for electricity to zero (representing a 67.5% drop in CO2 emissions).
They have implemented sustainable systems such as an Integrated Building Automated System (IBAS). They have also installed a thermal wheel heat recovery system and an Ice Storage Thermal Unit (ISTU), which chills water overnight to form large ice blocks that melt during the day to provide air conditioning for the entire building.
The building design uses natural light as much as possible in all foyer spaces and small meeting rooms. In addition, most of the meeting spaces are fitted with motion sensors, which automatically turn off lights when the room is empty, and all of the exterior lights use energy-saving LED bulbs.
The sleep mode also gets automatically activated for all PCs and equipment in the office.
Finally, they are exploring options for renewable gas as well as researching carbon offsetting where switching is either not possible or unavailable at the moment.
Reducing waste
The Convention Centre Dublin (The CCD) has put a comprehensive waste management policy in place to help manage the generation and segregation of waste. As a result, they reckon they consistently recycle around 95% of their waste.
The recycling effort is made both within the building and for the events they host (for example, by providing custom-built recycle-friendly bins to help delegates be a part of the process).
Regarding food waste, they are actively exploring initiatives such as converting food waste to fertilizer.
They are also looking into viable alternatives to landfill, such as converting waste to energy.
To eliminate single-use plastics by 2023, they removed them from their cash catering food offering and replaced them with green packaging.
All their disposable coffee cups are broken down into SRF waste (Solid Recovered Fuel).
The cleaning team also uses reusable microfiber cloths and mops made from recyclable materials that are laundered on-site, as well as recycled paper products and refillable soap dispensers.
Saving water
To ensure minimum water usage, they have installed sensor taps in all wash hand basins and sensor flushes in all urinals.
Promoting local food
The Convention Centre Dublin (The CCD) is committed to offering sustainable meals and promises food safety, freshness, small farm economics, and environmental sustainability. They use suppliers from all over Ireland who champion sustainable practices.
In addition, the vast majority of food products, including all beef and chicken supplies, are locally sourced. This ensures meals are fresh and seasonal while also supporting local farmers. In addition, all chocolate, tea, and coffee supplies are fair trade.
Committing to sustainable purchasing
The Convention Centre Dublin (The CCD) chooses products and services with minimal or beneficial environmental impacts whenever possible.
Promoting mass and/or green transportation
The Convention Centre Dublin (The CCD) is a 10-minute walk from the city center and is easily accessible by public transport, with plenty of hotels, restaurants, and entertainment within walking distance.
The center encourages public transport and offers its employees a “Cycle to Work” scheme.
Offsetting carbon emissions
The Convention Centre Dublin (The CCD) offers clients the opportunity to offset all of their event carbon emissions. They do this by calculating the event’s total CO2 emissions output and matching that to an adequate number of indigenous Irish trees that will be planted throughout Ireland.
Awards & certifications
The Convention Centre Dublin (The CCD) holds two ISO accreditations showing its commitment to long-term sustainability: Event Sustainability Management ISO20121 since 2021 and Environmental Standard ISO14001 since 2011.
IFEMA MADRID is a consortium formed by the Community of Madrid, the Madrid City Council, the Chamber of Commerce and Industry, and the Montemadrid Foundation. The “Conventions and Congresses” Division manages two venues, the Recinto Ferial (fairgrounds) and, since 2019, Palacio Municipal (convention center), which are both well connected to the city center and close to the airport. These venues can accommodate all types of events: conventions, congresses, product presentations, conferences, symposiums, meetings, gala dinners, sporting events or concerts, etc.
Palacio Municipal comprises more than 322,917 s.ft. of usable space. It has an auditorium with a capacity of 1,812 participants, a multi-purpose room of 25,984 sq. ft., and 32 rooms that can accommodate from 26 to 360 people.
Recinto Ferial offers a meeting space of 2,152,782 sq. ft. distributed in 13 halls, 85 rooms, two convention centers (the North Convention Centre has an auditorium for 1,100 people and 18 additional rooms; the South Convention Centre offers another auditorium with a capacity of 600 people) and outdoor areas.
Sustainable initiatives
IFEMA MADRID is well aware of the considerable impact that events can have, especially from the environmental point of view, and they are taking steps to make their operations more sustainable. They have published guidelines aimed at exhibitors and visitors.
IFEMA MADRID concentrates its efforts on the following areas for sustainable development, which are included in its annual CSR Master Plan.
Becoming more energy-efficient
The electricity supplied throughout IFEMA MADRID’s facilities comes from 100% renewable sources. The Puerta Sur building is heated by geothermal power, which uses underground energy to heat and supply sanitary hot water in an environmentally friendly way. In addition, photovoltaic panels have been installed.
Reducing waste
To decrease paper consumption and waste, they have introduced digitalization as much as possible and reduced the number of printers in their offices. They have also eliminated almost all paper passes and invitations.
They try to reduce the overall use of carpeting, eliminating it at some events. They also installed used carpeting at some events and stopped installing perimeter carpeting that connects the stands to the aisles at all fairs.
Finally, they donate surpluses from food sector events for use by various associations, reducing the waste generated.
Thanks to these actions, IFEMA MADRID has reduced its waste ratio by 53% in the last four years, and in 2021, 69.40% of the waste generated was recycled.
Reducing greenhouse gas
As a result of its efforts, IFEMA MADRID has reduced its GHG emissions ratio by more than 72% in the last five years.
Saving water
The drinking and reclaimed water at IFEMA MADRID is supplied through the general water mains and the reclaimed water network.
IFEMA MADRID has introduced the following measures to reduce water consumption over the years: all irrigation on the site uses reclaimed water, all taps are fitted with flow regulators, and they have installed dry urinals, automatic faucets, and double-flush toilets in the halls and changing rooms, as well as efficient shower heads in the changing rooms.
The green spaces are planted with plant species, all suited to the local climate and suitable for the reclaimed-water irrigation system.
They have gradually reduced the area occupied by lawns and grasses to reduce water consumption and maintenance requirements.
They have prioritized the use of cover plants to stabilize the land, prevent weeds from appearing and enable the use of a localized irrigation system that reduces water consumption. In addition, they use organic fertilizers and only use chemicals to deal with deficiencies, always opting for low-nitrogen formulations to minimize water pollution. They also favor manual and mechanical methods to control weeds, raking, and hoeing so as not to use herbicides.
Promoting mass and/or green transportation
IFEMA MADRID has partnered with Iberdrola on initiatives such as installing the first sustainable public car park at a trade fair site in Spain and organizing activities to promote electric mobility.
The car park can simultaneously charge 34 vehicles with 100%-green energy. This facility’s use has helped prevent the emission of 8 tonnes of CO2 into the atmosphere.
In terms of mobility and electrification of transport, they have a fleet of electric vehicles, which has significantly reduced their annual CO2 emissions from transport.
Awards & certifications
The following certifications are proof of IFEMA MADRID’s commitment to sustainability: ISO50001 (Energy efficiency management for the Puerta Sur building), ISO14001 (environmental management), and ISO20121 (sustainable event management).
In 2021, IFEMA MADRID also received the “Commitment to Energy Efficiency and Sustainability Award” at the 8th Association of Energy Efficiency Companies (A3E) awards.
In conclusion
The most recent heatwaves, wildfires, and other climate-related catastrophes have highlighted the need for everybody to act towards a more sustainable society. Unfortunately, the events industry is by nature not very eco-friendly, but some steps can be taken to improve the impact on the environment.
As we’ve seen, convention centers worldwide are trying to take steps in the right direction and make their operations greener.
Their actions are definitely welcome by event planners who wish to make their events more eco-friendly.
Totm exposition can help you make your tradeshow booths more sustainable. Contact us if you have a project you would like to discuss!
Even in the midst of a pandemic, with major health and safety concerns, sustainability still matters to 58% to 67% of event professionals, according to a study published in American Express Global Meetings and Events Forecast for 2021, and they were very likely to address that issue in their meeting plans.
As we’ve seen in two previous articles (How to reduce the environmental impact of your events, Part 1 – travel and transportation, and Part 2 – energy and F&B), there are multiple ways to have a positive impact on an event’s carbon footprint. Some involve the venue you choose to host your event in.
Many venues worldwide have taken steps to ensure their operations are more sustainable. This article focuses on five convention centers in the USA that are making good on their green promises.
The Colorado Convention Center provides 584,000 sq. ft. of exhibit space on one level, 63 meeting rooms providing 100,000 sq. ft. of meeting space on one level, a 35,000 sq. ft. ballroom, a 50,000 sq. ft. ballroom, and a 5,000 seat theater.
Sustainable initiatives
The Colorado Convention Center has made sustainability a priority since 2008 and encourages event planners to be a part of the effort by integrating sustainability practices into their events. The Center focuses on the following improvement areas.
Becoming more energy-efficient
To reduce energy consumption, the Colorado Convention Center has implemented mindful scheduling, equipment retrofits and upgrades, and preventative maintenance.
For example, they installed variable frequency drive fans in their HVAC system for increased efficiency and a 300kw rooftop solar array that saved, since 2008, the equivalent of 282 metric tons of carbon dioxide emissions as compared to conventionally produced electricity.
They also set their lighting level protocols at 50% for move-in and 25% for cleaning and maintenance.
Reducing waste
The Center has implemented a waste management program that identifies, reduces, and diverts the various waste streams created by venue operations, attendees, and clients. Their goal is to divert over 50% of waste from the landfill. Their initiatives include putting single-stream recycling bins next to every landfill bin and compost collection for all kitchen items, bathroom paper towels, and yard waste.
They also aim to reduce single-use plastic by providing water bottle fill stations and fully compostable service ware, as well as making bulk packaged purchases whenever possible.
Being part of the community
The Center partners with several nonprofits and local organizations to donate leftover conference materials. They also adopted 8 acres of land along the Platte River in Downtown Denver, and, each year, members of their team spend an afternoon working together to clean up and maintain the park.
Improving air quality
The Colorado Convention Center enforces a strict non-smoking policy inside the building and anywhere within 25 ft. of doors or air intakes.
Transportation options also play a big part in improving air quality, with the enforcement of an anti-idling policy, the hosting of two of Denver’s Bike Share stations on property, free parking spaces dedicated to hybrid and electric vehicles, and a free ECO-Pass provided to all full-time employees to encourage the use of light rail and bus transportation.
Saving water
The Center focuses on water quality and conservation methods, such as chemical management (bio-renewable cleaning supplies), water-efficient landscaping and irrigation (replacing the grass in certain areas with native and drought-resistant plants resulted in 75% less water being used to maintain these areas), and building infrastructure efficiency (for example, low-flow toilets and urinals).
Promoting local food
The Center partnered with Centerplate to install an urban garden with over 5,000 sq. ft. of growing space to provide the Center’s chefs with more than 1,800 pounds of fresh fruits and vegetables, as well as local honey.
Awards & certifications
In 2009, the Colorado Convention Center received an ISO 14001 certification as part of the City of Denver’s Environmental Management System.
Since 2010, the Colorado Convention Center has been LEED® (Leadership in Energy and Environmental Design) Gold Certified for Existing Building, Operation, and Maintenance.
In 2015, the Center was recognized as Gold Leader in the Environmental Leadership Program, a voluntary program administered by the Colorado Department of Public Health and Environment that recognizes organizations that go beyond compliance with environmental regulations and strive toward sustainability.
The Moscone Center (North and South) offers more than 502,000 sq. ft. of contiguous space that can be used for exhibitions and/or meetings, two ballrooms, including a 50,000 sq. ft., column-free ballroom, 82 meeting rooms, 107,000 sq. ft. of pre-function lobbies, and more than 25,000 sq. ft. of outdoor terraces. In addition, Moscone West offers 96,660 sq. ft. of dedicated main floor exhibit space and 195,848 sq. ft. of flexible swing space for meetings or exhibits.
The Center has completed a two-part energy efficiency program. The solar component consists of a solar electrical system capable of producing enough power for 550 homes annually. This is accompanied by an extensive lighting system retrofit and related energy efficiency measures designed to reduce energy usage (by as much as 20% in the first year) without diminishing interior lighting levels: all 5,000 bulbs in five exhibit halls were replaced with compact fluorescent lamps, T8 fluorescents, metal halide fixtures, all more energy efficient.
When Moscone expanded to more than two million sq. ft. in 2003 with the opening of Moscone West, they incorporated important resource-efficient design features in the new facility. These features include high-performance glazing with low emissivity glass, use of the latest and most energy-efficient lighting fixtures throughout the facility, as well as the use of daylight sensors to control pre-function areas, energy-efficient mechanical systems, including chilled water plant and cooling towers, heating water plant, and air control systems.
Reducing waste
The Moscone Center started diverting material from the waste stream in 1998. Nearly 2 million pounds is diverted annually.
The opening of Moscone West required the tracking and reporting of all waste generated during the demolition of existing buildings and the construction of the new facility. In each instance, over 80% diversion was achieved.
The Center uses an exclusive catering company whose food composting program captures all organic material from foodservice operations. They have implemented a kitchen-based composting program, use exclusively compostable foodservice ware products, and collect compost from all public areas of Moscone West.
Being part of the community
Almost 20% of all diverted material is donated to local area nonprofits. In addition, the catering company also donates unused or excess food to local nonprofits.
Improving air quality
Their initiatives in that matter include daily monitoring of carbon monoxide, sulfur dioxide, and nitrous oxide and the use of propane additives to reduce carbon monoxide emissions.
Committing to sustainable purchasing
Policies and procedures place emphasis on sustainability in all purchasing activities. For example, contracts for major capital projects include provision for required tracking and reporting of diversion by material type for large-scale contracts such as replacement of escalators, carpeting, and lighting fixtures.
Promoting mass and/or green transportation
The Center promotes the use of transit in all public information sources and supports transit use among the facility’s workforce. The exclusive caterer only delivery van operates on biodiesel fuel.
Awards & certifications
Over the years, this dedication to improving the sustainability of its operations has earned the Moscone Center multiple awards, starting in 1999 with the WRAP Award (Waste Recycling Awards Program) awarded for outstanding achievement as a commercial recycler.
Other awards include a 2009 Environmental Achievement Award from the U.S. EPA Pacific Southwest Region 9 for distinguishing itself as a sustainable building that has helped protect the environment.
The Moscone Center also achieved a LEED® Gold certification for Existing Buildings in 2012 (first convention center on the West Coast to achieve that certification) and received the California Resource Recovery Association (CRRA) Award in 2016 for Outstanding Practices in Venue/Event Resource Recovery.
Oregon Convention Center, Portland, Oregon
Photo courtesy of Metro.
A few facts about the Center
The Oregon Convention Center offers 255,000 sq. ft. of contiguous exhibit space, two ballrooms, Portland (34,200 sq. ft., with a 16,000-square-foot lobby), and Oregon (25,200 sq. ft.), divisible into sections, 52 meeting rooms, two VIP suites overlooking their respective exhibit halls, and a Suite offering meeting space, side offices, two boardrooms, and living room area.
Sustainable initiatives
A renovation project was completed in October 2019 and included sustainability as a central aspect. Overall, the Oregon Convention Center focuses its sustainability efforts on six main topics.
Becoming more energy-efficient
The facility has installed all LED lighting that is automatically controlled to brighten or dim depending on the amount of natural light in the space at a given time.
As part of the actual building and functionality changes for the renovation, a corridor was built as an alternative route, making it possible for event attendees to forego using the Center’s elevators while traveling across the first floor. Lighter usage of escalators and elevators means less energy usage (the energy use of a pair of escalators is equivalent to the annual average energy consumed by about three average American households).
Recent energy reduction projects include the implementation of energy-efficient air handlers (with variable frequency drive fan motors), interior lighting fixture upgrades, and the installation of over 6,500 solar panels now producing more than 25% of the Center’s electricity.
Reducing waste
During the renovation, a particular focus was placed on recycling construction waste, including metals and gypsum. 110 tons of carpet were removed, recycled, and repurposed. The carpet padding was remade into new carpet padding, while the carpet itself was shipped to Seattle to be made into a filtration system.
The long-term goal is to reach at least an 80% waste diversion rate, which can only be achieved through extensive waste recycling, composting, and food and reusable material donation programs, working in partnership with many local nonprofit and community assistance organizations.
All in all, the Center managed to recycle more than 400 tons of materials, divert 122 tons of food scraps from the landfill by composting, and divert 66% of all materials from the landfill.
Being part of the community
The programs developed by the Center transferred 61,580 pounds of reusable goods to nonprofit organizations and 44,240 meals to nonprofits working to address food scarcity in the Portland area.
Improving air quality
The Center has implemented an environmentally-friendly cleaning policy, in addition to integrated pest management and a no-idling policy on the loading docks.
Saving water
The Oregon Convention Center uses a mix of stormwater management and water conservation methods. These include creating a rain garden that filters particulates out of the rainwater, encouraging guests to use water bottle filling stations, upgrading all bathroom fixtures for water efficiency, etc. They estimate that these initiatives contribute to saving 1,221,180 gallons of water annually.
Committing to sustainable purchasing
The Oregon Convention Center has chosen to opt for small and local when it comes to purchasing whenever possible.
Awards & certifications
The Oregon Convention Center was the first convention center to receive the U.S. Green Building Council’s LEED® certification for Existing Buildings in 2004. In 2008, the facility was recertified at the Silver level, and they have been LEED® Platinum-certified since 2014 (the highest certification that can be achieved).
The Center has also earned a level 4 APEX/ASTM certification, the first standards created specifically for green meetings and events, and verified by the Events Industry Council.
San Diego Convention Center, San Diego, California
The San Diego Convention Center offers over 2.6 million total sq. ft. of space, including an exhibit hall providing more than 500,000 sq. ft. of contiguous exhibit space divisible into seven separate halls, up to 72 meeting rooms located throughout the upper and mezzanine levels, offering 204,000 sq. ft. of meeting space, two 40,000 sq. ft. ballrooms, and a 90,000 sq. ft. of column-free, glass-enclosed Pavilion.
Sustainable initiatives
The San Diego Convention Center is focusing its environmental efforts on three main areas.
Becoming more energy-efficient
The entire facility uses LED light fixtures, which has helped lower electricity usage. They have also added low-flow automatic sinks and toilets, drip irrigation for outdoor landscaping, and energy-efficient dishwashers.
Reducing waste
Their program includes the use of 4-stream waste receptacles divided into paper, recyclables, trash, and compost. This system lets attendees help with the recycling process. Instead of having in-sink garbage disposal units in their in-house kitchens, they compost and train staff to place all excess food scraps into compost bins. Composting also comes from the food waste sorted into the compost bin on their 4-stream containers.
Being part of the community
The Center works with event organizers to ensure that extra promotional items or event supplies do not go to waste by donating them to local organizations.
Through a partnership with Habitat for Humanity, excess booth materials from exhibitions are picked up and repurposed for building homes. They also partner with the San Diego Rescue Mission to provide unserved food to San Diegans in need (more than 100,000 meals every year).
Awards & certifications
In recognition of their efforts, SDCC was awarded a LEED® Gold certification in 2017.
TCF Center offers 723,000 sq. ft. of exhibit space and 255,000 sq. ft. of meeting space, including banquet rooms and 100 meeting rooms with seating capacities from 100 to 1,725. The dividable ballroom is 40,000 sq. ft. with floor-to-ceiling views of the Detroit Riverfront. A 24,000 sq. ft. outdoor space is also available to host exhibits and outdoor events.
The glass-enclosed concourse area on the main level, the three-story glass atrium, and the third-floor corridor glass ceiling provide enough natural light during daytime hours to minimize main hallway daytime lighting throughout the Center. In addition, all exhibit halls are equipped with induction lighting that uses 50% less electricity.
The Center is air-conditioned by pumping grey water from the Detroit River through chillers that then send the cool water to various air handlers, providing cooling to zoned areas in the Center. This system uses considerably less electricity than conventional air conditioning units.
All main hall lighting and heat/cool settings are computer programmed and managed.
Escalators in the building are energy efficient and run based on occupancy and event needs.
The recent facility upgrade incorporates numerous green building components, including low-flow restroom and kitchen equipment, energy-efficient HVAC equipment, and a living green roof.
Reducing waste
Paper, aluminum cans, and plastic bottle recycling containers are placed in all office areas and high-traffic meeting areas throughout the Center. In addition, all in-house contractors participate in center recycling and green initiatives.
All pallets are recycled to a local area vendor and the TCF Center partners with My Green Michigan for complete composting services.
Being part of the community
Materials left by events are donated to local agencies for reuse and upcycling.
The TCF Center’s exclusive food and beverage provider collects prepared food that has not been served for pick up by a local company that delivers to pantries, soup kitchens, and shelters throughout Southeastern Michigan.
Awards & certifications
TCF Center achieved a LEED® Gold certification and is an APEX/ASTM Standard Certified Facility.
The Center has also earned many community-based awards for their sustainability leadership over the years: 2020 USGBC Leadership Award, EcoWorks Sustainable Communities Champion Award, Keep Michigan Beautiful President’s Plaque, Detroit Free Press Green Leader Award, Detroit Green Task Force Earth Day Business Award, and USGBC Detroit Region Outstanding Sustainable Design Award.
IN CONCLUSION
For event venues, the way to becoming more eco-friendly can involve alterations to the building itself with the installation of green roofs or solar panels, rainwater harvesting, low-flow bathroom features, LED lighting, smart irrigation, etc.
Venues can also make improvements on a smaller scale, such as providing soap dispensers instead of individual plastic bottles, implementing recycling and composting programs, setting up partnerships with charities to donate leftovers, growing food on-site, etc.
Most of the venues that are serious about becoming greener usually get involved in certification processes. Certifications, while not compulsory, can provide external reassurance to event planners that sustainable practices are in place.
In our January article, we talked about five trends we were expecting to see in the events industry in 2022. One of these trends was that shortages would impact the way events are designed. Global events have conspired to increase the strain on the supply chain as we witness more product shortages and greater difficulty for businesses to hire staff. Of course, the events industry is not spared.
Early on, everybody hoped this issue would be solved quickly enough. Unfortunately, we are now in July, and the impact of shortages on the whole industry is intensely felt.
In this article, we will talk about labor and supplies shortages, why they happened, and give you a few tips to help you deal with both.
Staff shortages
The labor shortage is probably one of the most blatant consequences of the COVID pandemic. Everybody can experience it daily just by witnessing all the “Help Wanted” posters on restaurant or store windows. While event planners are experts at making any kind of shortage go relatively unnoticed, at some point, the strain is felt when fewer people are available to keep the same level of quality in the work that still has to be delivered.
As conferences and in-person meetings got canceled, event venues closed, and people in the events industry were furloughed or laid off. As a consequence, some had to take new jobs in other sectors.
The pandemic has also forced people to reevaluate their priorities, and jobs offering remote work possibilities have been the biggest winners. Unfortunately, while some actors in the events industry can indeed work remotely (e.g., event planners), there are a lot of jobs that can’t be done remotely (e.g., servers or truck drivers). The hospitality sector, for example, doesn’t typically offer many opportunities for remote work, which explains why workers have left that industry in droves (see the “Great Resignation” of 2020–2021). It also has a bad reputation regarding how employees are treated: low wages, long hours, few benefits, etc. Indeed, it has been reported that 47% of people who work in the hospitality industry have either quit or are expected to shortly.
Tips to deal with the problem
Tip #1:Review your process when choosing suppliers and partners.
Start working with companies that value their employees and pay them fair wages. They will usually provide you with a better quality of service even though the price tag is higher. Maybe making sacrifices in other areas will prove that you don’t need a lot of the fluff when it comes to organizing a high-quality event and that your attendees don’t care about it as long as they have a good experience. And if you need ideas to work on a lower budget, we have what you need here.
Tip #2: Accept the changes.
Complaining about the labor shortage will not solve your most pressing problems. Instead, accept that this might be a new reality and start making plans to address the issue. It could mean raising the wages of the people you need to hire, providing more flexible hours, more benefits, etc. You might have to hire fewer people at a higher rate, but they might perform better anyway. You might also have to raise your prices to compensate and remain profitable. In short, change your perspective.
Tip #3:Communicate, communicate, communicate!
Prepare your attendees for reduced services by communicating heavily. Explain what’s going on to your attendees and what they should anticipate regarding services. Let people know ahead of time if some of the services they were used to before the pandemic will not be available anymore (such as daily cleaning of the hotel rooms, for example) or if they will be reduced (fewer options for food, for example).
Tip #4: Be creative.
Why not try and find new pools of workers by looking into older people or people with disabilities? You could be surprised by the talents that are available if you’re willing to get off the beaten track.
Supply chain problems and materials/products shortages
It’s evident to everybody that there’s been a supply chain problem since the beginning of the pandemic: empty shelves in the stores, significant delays when dealing with home renovations, skyrocketing prices, etc.
This has significant impacts on the events industry, which has to deal with an increase in food or materials prices and transportation costs, but also a shortage of microchips which affects hybrid and virtual meetings.
Why it’s happening
The 2020–2021 lockdowns caused many disruptions, which are still felt in 2022 in the events industry. However, now that the lockdowns are no longer in effect, people are eager to go back to normal, and demand has exploded while supply chains are still struggling to recover.
While the pandemic originally created the supply chain disruption, it is now impacted by global events such as the war in Ukraine, staff shortages, or shipping issues (shipping a container from Asia to the U.S. costs now five times the amount it was pre-pandemic). This causes increased prices and distribution delays.
Work closely with your suppliers and extend your network, as working with different suppliers could help you avoid disruptions. Communicate with them as early as possible in the event planning process and be transparent. Also, heed their warning about extended deadlines.
Tip #2: Be even more proactive.
Plan way before you used to, especially for all items that will be difficult to source. Build up your inventory and buy more than you need when it comes to freebies, vital event essentials, etc. And don’t count on providers to provide the impossible quickly or to be able to deliver the next day. Also, add at least 10% to your budget to account for surprises.
Tip #3: Conduct a thorough assessment of your event.
Assess all areas of your event to see which ones will be the most impacted by the supply chain problems. Design alternate plans. You might need more than just a plan B! It could be the venue you like so much will not be able to host your next event until late 2023. Just in case, plan for a secondary venue and even an online option.
Tip #4: Be transparent with your attendees and exhibitors.
They are aware of supply chain difficulties as they experience them in their everyday life. So keep them updated on what is going on and what that might mean for your event.
In conclusion
The COVID-19 pandemic and more recent global events have all conspired to make life more difficult. Unfortunately, the events industry has not been spared. It is facing an increase in labor costs, venue costs, production costs, accommodation and travel costs, and tech and safety expenses while dealing with a lower level of service.
At the same time, attendees are eager to go back to in-person events and are more or less expecting the same level of service they had before the pandemic. It’s, therefore, more important than ever for actors in the events industry to be highly responsive and able to adapt to changes. Partnering with suppliers that communicate and create realistic expectations and deadlines is one of the ways events professionals can ensure the event’s success when disruptions are inevitable.
At totm exposition, we believe in communicating heavily with our clients to ensure the success of their projects. We also work with an extensive network of reliable suppliers worldwide who help us make things happen.
Contact us today if you have a project you would like to talk about.
Corporate events can bring many benefits to a business, from the promotion of products and services to improving brand recognition, or generating qualified leads and getting new clients. Indeed, 95% of marketers trust in-person events to help their company achieve its business goals.
But you can’t have a successful event unless you have a solid communication plan in place. Without it, your event will most certainly go relatively unnoticed. Often, event professionals concentrate their efforts on pre-event communication, but communicating during and after your event is equally important.
In this article, we will share why and how to communicate at the different stages of an event.
Pre-event communication
Why it’s important to communicate before your event starts
Most event planners are familiar with pre-event communication as it’s the only way for them to let their target audience know about their upcoming event. A good communication strategy at this stage will help create the buzz around the event, build excitement, and exacerbate the desire to attend, which should help boost registration. It’s also when you start engaging your audience.
When to start communicating about your event depends mainly on its size: the larger the event (for your business), the sooner you want to start communicating about it.
How to do it
Event planners have many tools at their disposal for pre-event communication.
First and foremost, the event website will give your potential attendees all the information they need in case they are planning on attending, but also all the reasons why they should participate if they are still unsure.
Your social media accounts have a big part to play at that stage. Use them to relay your important announcements: where and when the event will take place; if it’s a conference, reveal the speakers you have booked, etc. Social media are also a great way to start engaging with your audience. Don’t forget to create a specific hashtag for your event and make it easy to remember.
While it might seem like an outdated practice, emails should still be a prominent part of your communication plan at that stage. Plan to send several batches for the initial invitation to your regular clients/prospects list, then for the confirmation once they registered, and also a couple for reminders that the big day is coming.
Why it’s important to communicate during your event
Once your event has started, don’t let up on communication. There are several reasons for this. During your event, you have to provide helpful information to your attendees so that they can navigate your event without any problem. You can also make sure people who couldn’t attend in-person still feel as if they are part of it. Finally, a good communication strategy at this point will help you generate even more engagement and ensure your event is a success.
How to do it
For your remote attendees, live-streaming is a must as it will help reinforce the feeling of being part of the event even though they are not present physically.
Once again, social media is your best friend during the event. Posting live updates through Twitter, short videos or pictures on Instagram, etc., will go a long way in keeping people engaged during the whole event.
If you are an exhibitor at a tradeshow, think of your booth as one of your most powerful communication tools. A well-designed booth will help boost brand recognition and attract potential clients.
Photo by totm exposition
Also, on-site information such as signage or TV visuals will help your attendees navigate your event more efficiently.
Finally, a welcome bag that includes swag, a printed schedule, and other important details can be a helpful addition. Regarding swag, be mindful to include goodies that are useful in the long run so that your attendees don’t end up throwing them away as soon as they leave your event.
Post-event communication
Why it’s important to communicate after your event is over
This is one area where event planners sometimes fail to plan appropriately. Post-event communication is of utmost importance to keep the relationship alive, create event communities that will help carry your brand from one event to the next and keep engaging your audience to convert them into clients.
How to do it
Surveys represent one of the most popular tools for post-event communication. Indeed,71% of event organizers use them to keep engaging their attendees. Furthermore, surveys will provide you with interesting data and insights.
Social media, once again, should be part of your post-event communication strategy: try posting pictures or short videos that will remind your attendees of the good time they had at your event and prepare them for your next one.
You can also convert your event website to a post-event page, including content such as a photo gallery, important documents (such as conference slides), etc.
Finally, don’t forget that you can use emails at this stageto send thank-you notes or tease your attendees with your next event.
In conclusion
As we’ve seen, event planners have many tools at their disposal when it comes to communicating with their attendees. Making a communication plan for your event where you break down what to tell your audience, when, and how will ensure that you’ve covered all areas where you can reach them.
Another essential and sometimes overshadowed aspect is to share that plan with your event team so that they know what is going on and can be prepared.
Make sure your tradeshow booth or exhibit is a successful part of your event communication strategy! Contact us today if you have a project you would like to talk about.
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