The document discusses essential steps and technology tools for successful event planning. It covers defining goals and key stakeholders, creating a goal matrix, negotiating with vendors, and project management. Some recommended tech tools include spreadsheets, online to-do lists, checklist apps, digital file cabinets, and tools for registration, seating charts, and more. The key message is that technology should facilitate planning goals, not be the focus.
W.H.Bender Quote 61 -Influential restaurant and food service industry network...
Event Planning & Trends: Design, Technology & F&B
1. E V E N T P L A N N I N G & T R E N D S
D E S I G N , T E C H N O L O G Y & F & B
W I T H K R I S T I C A S E Y S A N D E R S
V P O F C R E AT I V E / C H I E F S T O RY T E L L E R
P L A N Y O U R M E E T I N G S . C O M
@ P Y M L I V E - # I A A PA P W
PA RT O N E : E S S E N T I A L S T E P S F O R S U C C E S S F U L M E E T I N G S
2. L I V E Q & A O N T W I T T E R
M AY 5 , 2 0 1 5
1 P M C T / 2 P M E T
# I A A PA P W
@ P Y M L I V E
3. W H O A M I ?
• I plan meetings for meeting
planners.
• Background in theater, improv,
journalism & corporate training.
• Obsessed with design thinking,
digital tribes and human-
computer interaction.
A L L I M A G E S C O U RT E S Y A U T H O R U N L E S S N O T E D .
10. L E A R N I N G O B J E C T I V E S
1. Understand the essential steps required for
any successful meeting.
11. L E A R N I N G O B J E C T I V E S
1. Understand the essential steps required for
any successful meeting.
2. Discover tech tools that expedite the
planning process.
12. L E A R N I N G O B J E C T I V E S
1. Understand the essential steps required for
any successful meeting.
2. Discover tech tools that expedite the
planning process.
3. Learn how new trends in meeting design,
technology, team-building and F&B can be
incorporated into meetings & events.
13. W H AT K I N D S O F
M E E T I N G S D O E S Y O U R
C O M PA N Y D O ?
TA K E A M I N U T E T O W R I T E T H E M D O W N .
14. I N T E R N A L V S E X T E R N A L
M E E T I N G S & E V E N T S C O M E I N A L L S H A P E S A N D S I Z E S
R E Q U I R E D V S
V O L U N TA RY
S I Z E
L O C AT I O N
F R E Q U E N C Y
F2F
VS
VIRTUAL
VS
HYBRID
15. B U T T H E Y A L L
H AV E O N E T H I N G
I N C O M M O N
16. T H E R E ’ S A G O A L …
I M A G E : O P O P D O D O V I A F L I C K R
17. P S : I F Y O U D O N ’ T H AV E A
R E A S O N T O M E E T, Y O U
S H O U L D N ’ T B E M E E T I N G .
18. E V E RY D E C I S I O N Y O U
M A K E S H O U L D B E T I E D
T O Y O U R M E E T I N G / E V E N T
G O A L S .
I M A G E : O P O P D O D O V I A F L I C K R
19. S TA K E H O L D E R S
D E T E R M I N E T H E G O A L S .
I M A G E : R O B E RT H I G G I N S V I A F L I C K R
22. C R E AT E A G O A L M AT R I X
Stakeholder Primary Goal Secondary Goal Tertiary Goal
#1_______
#2_______
#3_______
#4_______
TA K E 6 0 S E C O N D S T O J O T D O W N Y O U R I D E A S
23. G E T S TA K E H O L D E R S T O
A G R E E O N G O A L S A N D
P R I O R I T I E S T O G E T B U Y- I N .
I M A G E : B I R K B E C K M E D I A S E R V I C E S V I A F L I C K R
24. T H E N F I G U R E O U T W H AT
I M A G E : F L A Z I N G O P H O T O S V I A F L I C K R
L O O K S L I K E S O Y O U C A N
M E A S U R E I T.
25. L E T ' S P R E T E N D W E ' R E D O I N G A
P R O D U C T L A U N C H . . .
26. P R O D U C T L A U N C H
G O A L M AT R I X
Stakeholder Primary Goal Secondary Goal Tertiary Goal
C-Level
Sales Team
Buyers
General Public
(Attendees)
27. P R O D U C T L A U N C H
G O A L M AT R I X
Stakeholder Primary Goal Secondary Goal Tertiary Goal
C-Level Drive Sales Boost Morale Train Staff
Sales Team
Buyers
General Public
(Attendees)
28. P R O D U C T L A U N C H
G O A L M AT R I X
Stakeholder Primary Goal Secondary Goal Tertiary Goal
C-Level Drive Sales Boost Morale Train Staff
Sales Team
Understand
New Products
Gain
Marketshare
Recognition
Buyers
General Public
(Attendees)
29. P R O D U C T L A U N C H
G O A L M AT R I X
Stakeholder Primary Goal Secondary Goal Tertiary Goal
C-Level Drive Sales Boost Morale Train Staff
Sales Team
Understand
New Products
Gain
Marketshare
Recognition
Buyers See What’s New Recognition
Build
Relationships
General Public
(Attendees)
30. P R O D U C T L A U N C H
G O A L M AT R I X
Stakeholder Primary Goal Secondary Goal Tertiary Goal
C-Level Drive Sales Boost Morale Train Staff
Sales Team
Understand
New Products
Gain
Marketshare
Recognition
Buyers See What’s New Recognition
Build
Relationships
General Public
(Attendees)
See What’s New Network
Share Cool Stuff
With Friends
31. Y O U N E E D T O S T R I K E A
B A L A N C E A N D S E T P R I O R I T I E S .
I M A G E : C O L I N H A R R I S , A D E V I A F L I C K R
32. S P E N D Y O U R M O N E Y W I S E LY.
I M A G E : 4 0 1 ( K ) 2 0 1 2 V I A F L I C K R
D O N ’ T B L O W I T O N A
T E RT I A RY G O A L .
33. W H AT D O Y O U
WA N T P E O P L E T O
R E TA I N O R D O ?
34. D E F I N E N E X T S T E P S .
I M A G E : O P O P D O D O V I A F L I C K R
E N C O U R A G E T H E M T O
C O M M I T T O A C T I O N .
35. D E F I N E G O A L S F I R S T.
S O U R C E V E N D O R S S E C O N D .
36. E F F E C T I V E N E G O T I AT I O N S B E G I N
W I T H A S T R O N G R F P
I M A G E : WAYA N V O TA V I A F L I C K R
37. R F P M U S T S
• Dates
• Rates
• Space requirements
• # of attendees
• Pattern of event
38. R F P M U S T S
• # rooms/type of rooms
needed
• Other must-haves
(sustainability, etc)
• Reply-by & reply-to
information
• Decision deadline
39. A LWAY S R E S P E C T D E A D L I N E S .
T H A N K Y O U S A R E N I C E T O O .
D O N ' T L E AV E P E O P L E H A N G I N G .
40. L E T ' S TA L K A B O U T
N E G O T I AT I O N S . . .
42. # 2 . D O N ’ T K E E P Y O U R
B U D G E T A S E C R E T
43. # 3 . T R E AT Y O U R S A L E S
C O N TA C T S L I K E Y O U R
B E S T F R I E N D S
44. # 4 . R E A D E V E RY T H I N G &
A S K Q U E S T I O N S B E F O R E
S I G N I N G
I M A G E : J U L I V I A F L I C K R
45. TA K E A M O M E N T T O
R E F L E C T O N W H AT Y O U
J U S T L E A R N E D .
J O T D O W N T H E T H I N G S Y O U
M O S T WA N T T O R E M E M B E R .
46. N O W Y O U U N D E R S TA N D T H E
E S S E N T I A L S T E P S R E Q U I R E D F O R
A N Y S U C C E S S F U L M E E T I N G .
L E T ’ S TA L K A B O U T S O M E T E C H
T O O L S T H AT C A N H E L P.
47. W I T H K R I S T I C A S E Y S A N D E R S
V P O F C R E AT I V E / C H I E F S T O RY T E L L E R
P L A N Y O U R M E E T I N G S . C O M
@ P Y M L I V E # I A A PA P W
PA RT T W O : T E C H T O O L S T H AT FA C I L I TAT E T H E P L A N N I N G P R O C E S S .
E V E N T P L A N N I N G & T R E N D S
D E S I G N , T E C H N O L O G Y & F & B
48. L I V E Q & A O N T W I T T E R
M AY 5 , 2 0 1 5
1 P M C T / 2 P M E T
# I A A PA P W
@ P Y M L I V E
49. W E ' V E TA L K E D A B O U T T H E
E S S E N T I A L S T E P S R E Q U I R E D F O R
A N Y S U C C E S S F U L M E E T I N G .
L E T ’ S TA L K A B O U T S O M E T E C H
T O O L S T H AT C A N H E L P.
50. E V E N T P L A N N I N G I S O N E O F T H E
M O S T S T R E S S F U L J O B S .
W H Y ?
51. A L L T H E M O V I N G PA RT S !
I M A G E : C L E M E N T 1 2 7 V I A F L I C K R
52. Y O U N E E D S O M E K I N D O F
P R O J E C T M A N A G E M E N T T O O L .
53. A M I L L I O N O P T I O N S .
T H R E E C AT E G O R I E S :
• S P R E A D S H E E T S
• O N L I N E T O - D O L I S T S
( B A S E C A M P, A S A N A ,
P O D I O )
• C H E C K L I S T A P P S
( A N Y. D O , T R E L L O )
54. TA K E 9 0 S E C O N D S T O W R I T E D O W N Y O U R R E Q U I R E M E N T S :
- W H O ' S O N Y O U R T E A M
- W H AT Y O U N E E D T O T R A C K
- H O W Y O U L I K E T O S TAY O R G A N I Z E D
- W H AT Y O U R B U D G E T I S
T H E C H O I C E Y O U M A K E I S
A B O U T Y O U . H O W Y O U W O R K ,
W H AT Y O U N E E D .
55. P S S T: L O O K F O R L E A R N I N G
P O RTA L O N - D E M A N D W E B I N A R O N
P R O J E C T M A N A G E M E N T T O O L S AT
I A A P - H Q . O R G .
56. E L I M I N AT E PA P E R W I T H O U T
L O S I N G Y O U R H E A D .
K E E P E S S E N T I A L S
T O G E T H E R .
57. D I G I TA L F I L E C A B I N E T S A R E
E S S E N T I A L T O O L S .
• O N E N O T E
• E V E R N O T E
• G O O G L E D R I V E
• D R O P B O X
58. S O M A N Y O T H E R
H E L P F U L T O O L S !
REGISTRATION
PLANNING CALCULATORS
MATCHMAKING SOFTWARE
NETWORKING APPS
ONLINE COMMUNITIES
SEATING CHARTS
FLOORPLAN MAKERS
DIGITAL CHECK-IN
59. R E M E M B E R : I T ’ S A L L
A B O U T T H E G O A L
I M A G E : O P O P D O D O V I A F L I C K R
N O T T H E S H I N Y N E W
T H I N G .
60. W H AT D O Y O U
N E E D ?
J O T D O W N T H E B I G G E S T T I M E -
WA S T E R S . T H E M I S S E D G O A L S .
S TA RT T H E R E .
61. P S S T: L O O K F O R L E A R N I N G
P O RTA L O N - D E M A N D W E B I N A R
O N C R E AT I N G A PA P E R L E S S
M O B I L E O F F I C E AT I A A P - H Q . O R G .
62. I M A G E : O P O P D O D O V I A F L I C K R
R E M E M B E R : I T D O E S N ' T M AT T E R
I F E V E RY O N E E L S E I S D O I N G I T,
I F Y O U D O N ' T H AV E A N E E D .
63. N O W Y O U ’ V E D I S C O V E R E D S O M E
T E C H T O O L S T H AT E X P E D I T E T H E
P L A N N I N G P R O C E S S .
L E T ’ S TA L K A B O U T T R E N D S A N D
H O W T O I N C O R P O R AT E T H E M .
64. W I T H K R I S T I C A S E Y S A N D E R S
V P O F C R E AT I V E / C H I E F S T O RY T E L L E R
P L A N Y O U R M E E T I N G S . C O M
@ P Y M L I V E - # I A A PA P W
PA RT T H R E E : T R E N D S I N M E E T I N G D E S I G N , T E C H N O L O G Y, T E A M - B U I L D I N G , F & B
E V E N T P L A N N I N G & T R E N D S
D E S I G N , T E C H N O L O G Y & F & B
65. L I V E Q & A O N T W I T T E R
M AY 5 , 2 0 1 5
# I A A PA P W
@ P Y M L I V E
66. W E ' V E D I S C U S S E D T E C H T O O L S T H AT
E X P E D I T E T H E P L A N N I N G P R O C E S S .
L E T ’ S TA L K A B O U T C U R R E N T T R E N D S
A N D H O W T O I N C O R P O R AT E T H E M .
67. B U T F I R S T …
I M A G E : M AT T H I A S W E I N B E R G E R V I A F L I C K R
68. R E M E M B E R : I T ’ S A L L
A B O U T T H E G O A L
I M A G E : O P O P D O D O V I A F L I C K R
69. A N D Y O U R G R O U P.
I M A G E : G W E N D O LY N S A M S V I A F L I C K R
70. T H AT B E I N G S A I D , H E R E ’ S
W H AT ’ S H O T N O W.
71. M E E T I N G D E S I G N
A U D I E N C E - C E N T E R E D D E S I G N
B R A I N - F R I E N D LY M E E T I N G S
E X T R E M E E N G A G E M E N T
W E L L N E S S ( F O O D & A C T I V I T I E S )
72. M E E T I N G D E S I G N
A U D I E N C E - C E N T E R E D D E S I G N
73. M E E T I N G D E S I G N
B R A I N - F R I E N D LY M E E T I N G S
74. M E E T I N G D E S I G N
E X T R E M E E N G A G E M E N T
75. M E E T I N G D E S I G N
W E L L N E S S ( F O O D & A C T I V I T I E S )
76. W H I C H O F T H E S E W O U L D
Y O U L I K E T O T RY ?
A U D I E N C E - C E N T E R E D D E S I G N
B R A I N - F R I E N D LY M E E T I N G S
E X T R E M E E N G A G E M E N T
W E L L N E S S ( F O O D & A C T I V I T I E S )
T W E E T @ P Y M L I V E
77. T E C H N O L O G Y
N E T W O R K I N G - C E N T R I C T O O L S
S E C O N D S C R E E N S
G A M I F I C AT I O ND R O N E S
I N T E R A C T I V E P R O J E C T I O N S
A R / V R
78. T E C H N O L O G Y
N E T W O R K I N G - C E N T R I C T O O L S
83. T E C H N O L O G Y
I N T E R A C T I V E P R O J E C T I O N S
84. A N Y Y O U ' D L I K E T O S E E ?
N E T W O R K I N G - C E N T R I C T O O L S
S E C O N D S C R E E N S
G A M I F I C AT I O ND R O N E S
I N T E R A C T I V E P R O J E C T I O N S
A R / V R
T W E E T @ P Y M L I V E
85. T E A M - B U I L D I N G
T E A M “ M A K I N G O R B A K I N G ”
C H A L L E N G E S ( A RT, F O O D , M U S I C )
I M P R O V S T O RY- B A S E D
C S R A C T I V I T I E S
T V- I N S P I R E D
T E C H - A S S I S T E D H U N T S
86. T E A M - B U I L D I N G
T E A M “ M A K I N G O R B A K I N G ”
C H A L L E N G E S ( A RT, F O O D , M U S I C )
87. T E A M - B U I L D I N G
I M P R O V S T O RY- B A S E D
88. T E A M - B U I L D I N G
C S R A C T I V I T I E S
89. T E A M - B U I L D I N G
T V- I N S P I R E D
90. T E A M - B U I L D I N G
T E C H - A S S I S T E D H U N T S
91. W O U L D Y O U R G R O U P
E N J O Y A N Y O F T H E S E ?
T E A M “ M A K I N G O R B A K I N G ”
C H A L L E N G E S ( A RT, F O O D , M U S I C )
I M P R O V S T O RY- B A S E D
C S R A C T I V I T I E S T V- I N S P I R E D
T E C H - A S S I S T E D H U N T S
T W E E T @ P Y M L I V E
92. F O O D & B E V E R A G E
B I T E - S I Z E D C O M F O RT F O O D S
L O C A L & S E A S O N A L
A N C I E N T G R A I N S / G F
M A S H - U P SA N Y T H I N G C R A F T
93. F O O D & B E V E R A G E
B I T E - S I Z E D C O M F O RT F O O D S
94. F O O D & B E V E R A G E
L O C A L & S E A S O N A L
95. F O O D & B E V E R A G E
A N C I E N T G R A I N S / G F
96. F O O D & B E V E R A G E
A N Y T H I N G C R A F T
98. H AV E Y O U S E E N A N Y O F
T H E S E ?
B I T E - S I Z E D C O M F O RT F O O D S
L O C A L & S E A S O N A L
A N C I E N T G R A I N S / G F
M A S H - U P SA N Y T H I N G C R A F T
T W E E T @ P Y M L I V E
100. H O W D O Y O U
I N C O R P O R AT E
T R E N D S …
101. W I T H O U T B E C O M I N G
A FA S H I O N V I C T I M ?
I M A G E : M AT T H I A S W E I N B E R G E R V I A F L I C K R
102. I M A G E : O P O P D O D O V I A F L I C K R
103. I M A G E : O P O P D O D O V I A F L I C K R
C O U L D A N Y O F T H E S E
T R E N D S H E L P Y O U
A C H I E V E O R R E I N F O R C E
Y O U R G O A L S ?
TA K E A M O M E N T T O R E F L E C T
H O W ?
104. N O W Y O U ’ V E L E A R N E D H O W
N E W T R E N D S I N M E E T I N G
D E S I G N , T E C H N O L O G Y,
T E A M - B U I L D I N G A N D F & B
C A N B E I N C O R P O R AT E D
I N T O M E E T I N G S & E V E N T S .
106. Y O U H AV E T H E P O W E R T O
C R E AT E T R A N S F O R M AT I V E
E X P E R I E N C E S .
G E T F R E E P R A C T I C A L G U I D E T O M E E T I N G
P L A N N I N G : H T T P : / / E Z . C O M / P G T M P
P L A N W E L L & P R O S P E R F R I E N D S !
K R I S T I @ P L A N Y O U R M E E T I N G S . C O M
@ P Y M L I V E
P L A N Y O U R M E E T I N G S . C O M