Participants continue to report that some of the most animated discussions and valuable education at conferences take place during meals, breaks, receptions and other unstructured time. Taking a tip from the growing popularity of speed dating, some conference organizers are getting good results from integrating these accelerated “structured networking times” into the event schedule.

In his book Participatory Workshops, Robert Chambers presents the notion of “the buzz,” where participants are invited by speakers and session leaders to “take five” and chat with their neighbors about whatever has just been presented. This simple “learning by talking” approach is based on observed human behavior – like watching conference participants stuck in long, boring speeches champing at the bit to get out to the hallway and talk! (You should consider one of CRE’s digital recorder rentals to capture all the brilliant repartee you’ll find there.)

Speed mentoring

Some early adopters have been using these new conference models already. One association replaced its old-style “panel of experts and keynote address” format a few years back with what it called a “speed mentoring” model. The first move was to divide the attendees into two groups, the more and less experienced managers. Worksheets were developed by having the less experienced managers list the problems or issues they were facing, while the more experienced describe three major lessons they’d learned about managing their markets.

Then, the groups stood at different sides of the room, and the inexperienced managers chose veteran partners for a discussion. After 10 minutes, right on signal, the groups would rotate into new combinations of discussion partners, with five of these rotations producing an hour of what most participants described as incredibly useful interaction with excellent results. If you equip your conference team with tablet PC rentals, they could document every mentoring session easily. Or consider polling the audience with an audience response rental to find out what they would like to discuss.

Breaks and breakouts?

The great thing about this kind of conference model is that it is quite flexible. One possible version of it could reverse the usual keynote/breakout formula where long speeches are followed by quick breakout sessions. In this model, the speechifying would be kept shorter and punchier, and the breakouts may be a bit longer but well paced to keep up the interest and the momentum. With audio visual rentals and plasma rentals and everything else you need for a great breakout session, CRE could help you organize a very successful speed learning conference. You could also introduce elements of the speed methods into your breakout session even if you are at a “conventional convention.” There are lots of ways to leverage these new approaches to learning.

CRE has experience in strategizing and equipping companies to host conferences of all sizes, or outfitting you for exhibiting or leading breakout sessions. With everything from self-service interactive kiosk rentals to all varieties of computer rentals, CRE’s got you covered, A to Z. Call or send an e-mail to an experienced Account Executive, of fill out the Quick Rental Quote form, and we’ll help your event be a success.

The 2010 Event Solutions Conference & Tradeshow, attended by event planners, show operators and industry leaders, is one of the top annual shows in the conference industry.  This year, the state of the industry discussion, “Where We Are Now & Where We’re Headed,” was presented by a panel of top industry professionals addressing concerns about design trends, green events, pricing and shortened production times.  In addition, educational sessions featured topics such as customer loyalty, green events, social media and more.

Trade show riches, green niches

The trade show portion of the Event Solutions Conference was, as always, overflowing with new ideas, technologies and trends. Exhibitors showcased such creative event ideas as entertainment-centric presentations, portable ice arenas, the latest display and gaming technologies, and future directions in décor and design. During an exhibitor debriefing session, many noted that new event professionals are continuing to enter the industry, pointing up the power of networking and relationship building.

The “greening of the events industry” continues to be a ‘hot topic’ and has already produced numerous money- and environment-saving practices. In addition to affecting conference planning, environmental concerns have spurred a great deal of new research into electronic devices that both use and waste less power, are easily recycled, have eco-friendly components and are not designed for obsolescence. “Going green” is one of the strongest trends in business today, and shows now sign of abating.

Real-world solutions for greening events

From holding events outdoors, maximizing natural light and leveraging wireless technology to replace printed materials, to reducing food waste and recycling every possible item, green goals were widely discussed at the conference – and used by exhibitors and attendees alike. Many made use of Wi-Fi to reduce the distribution of paper programs, just like CRE can equip conference teams (again, both exhibitors and attendees) with laptop rentals or other devices to save on paper, printing costs and cleanup. CRE is serious about enviro-friendliness, too, as its corporate green statement makes clear. The balance is a tough one to strike – business growth along with environmental stewardship – but it is worth our best efforts.

CRE always gives you its best efforts, too, recommending appropriate solutions to your workflow bottlenecks and advising you on everything from technology to outfitting your trade show exhibit booth. Call or e-mail one our Account Executives today, or fill out the online Quick Rental Quote form, and let us help you make your next move towards ‘greening’ your event.

The easiest way to explain Google Wave is to call it an “online collaboration platform”.   Various features of chat, texting, e-mail, Wikis, photo-sharing, blogging and instant messaging are brought to bear on a “hosted conversation,” or “wave.” Created by the Google brain trust, it is an open source product that will be integrated in zillions of ways with Facebook, Twitter, other Web sites and other software services. The software is in beta testing and will be released to the public sometime in 2010.

Wave has the potential to be a great tool for conferences and events by offering a  collaborative environment.  The “waves” — discussions, pictures, drawings, audio notes — can be “threaded” separately and can help event organizers, booth staff and conference attendees manage meetings, develop agendas, share content, capture data, record audio and video, and interact with one another in both planned and improvised ways.

Using the Wave with technology rentals

Google Wave is, of course, a computer tool and users will need good internet access and the right hardware, like CRE’s  tablet PC rentals, to make the most of it. With the ability to capture handwritten notes, audio and even video with a small, USB Flip camera, tablets are perfect for staying plugged-in while strolling about a convention or meeting facility.  In a seated seminar, laptop rentals would integrate perfectly with your “mobile tablet team,” and your booth in the exhibit hall can be “command central” with a computer rental.

As Wave matures, it is likely that mobile applications will emerge to make “waving” (perhaps there’s a better verb available) possible on cell phones, PDAs and iPads (here is our take on the iPad). During this process, Google will also have to address the various criticisms of Wave, which are to be expected in any new software product. There is a fairly stiff learning curve, although there are a lot of online tutorials from Google and third parties. With the plethora of options and tools, Wave can be a bit daunting at first glance, and there is no way to master it without jumping right in and devoting the time needed.

When you have questions about new technology – especially tools that can help you work more cost-effectively – give our Account Executives a call or send an e-mail. They stay abreast of all new products and services that can help you get your jobs done better. If you know what you need, use our Quick Rental Quote form. It may take time for everyone to catch this Wave, but it looks like it promises to be quite a ride.

The breakout session is a mainstay of the modern conference. It is a chance for exhibitors, sponsors and invited speakers to bring good, usable information to attendees, who can range from special guests and industry colleagues to possible collaborators and potential customers. Media events, presentations, panel discussions and such audience participation activities as Q & A sessions and polling involve various (and numerous) pieces of equipment, all of which need to be in place and ready to go. For smooth sailing, you need a basic breakout room package that will fill the bill.

Content is king

In the process of familiarizing yourself with some pretty nice audiovisual equipment and computers, never forget that the most important thing is the content. In many cases it will be a PowerPoint presentation and/or some Flash animation. One of CRE’s laptop rentals with the Microsoft Office installed will be plugged into the 3K projector, set on a cart/stand with a power strip and locking wheels. It wouldn’t be a bad idea to have a backup laptop running the presentation simultaneously on its own screen. If the presenting PC crashes, the other will be in sync to continue.

With all the included cables and power cords properly attached, you’re ready to roll. On a 6-ft. tripod screen (with skirt) you can showcase your product or service with a presentation including video clips, bullet points that follow your script and/or a slideshow, all controlled by a cordless presenter. If your message is as high-quality as the presentation system, you have the ingredients for a great session.

Stepping it up a notch

If you anticipate a large crowd, you may need to consider some supplemental equipment, for starters a cordless microphone and powered speakers, and other kinds of audiovisual rentals. Depending on the room, you may need some lighting equipment, too, and for archival and/or training purposes you could also bring in some video recording gear. CRE’s digital recorder rentals can be used to hold digital media for use in your presentation, record the session or capture attendee contact information.

If you’re going to have a table in the room for registration, collecting business cards, getting contact information or providing sell sheets or brochures, CRE’s office equipment rentals could be a big help.

Some of the best help you can get in a breakout session, of course, is from your audience. With one of CRE’s Audience Response System rentals, you can interact with attendees and poll them during and after the presentation – or base the presentation around an audience Q & A session in the first place. Whatever your breakout room plan, our experienced Account Executives are ready with the ways, means and expertise to bring it to fruition. Call, send an e-mail or fill out a Quick Rental Quote form and we’ll break out, bring over and set up whatever you need, whenever you need it.

In 2003, the Green Meetings Task Force of the Convention Industry Council (CIC) was asked to create minimum best sustainability practices for event organizers, vendors and participants. The task force included representatives of industry, government and think thanks, from the EPA, the Ocean’s Blue Foundation and the World Travel Organization to convention and visitor’s bureaus, hotel firms, convention centers, meeting planners and other organizations. The Task Force’s work resulted in a set of guidelines for event organizers and suppliers for producing “eco-friendly” events.

What is a green event?

The CIC Task Force defines a green meeting or event as one that “incorporates environmental considerations to minimize its negative impact on the environment.” Once the principles were established, it was thought, the continuing march of technology would provide ever faster, cleaner and more sustainable methods for reducing the negative impact. This has, in fact, occurred. Since 2003, wireless networking has found its way into every laptop line, like MacBook Pro rentals, and with inexpensive wireless access readily available, event organizers can reduce their use of paper for programs, maps and schedules by emailing or using Twitter to keep attendees informed.

Digital recording has progressed leaps and bounds. A Digital Recorder rental, like the M-Audio MicroTrack 24/96, offers a professional, 2-channel, mobile digital recorder that records WAV and MP3 files to Compact Flash (CF) cards and fits in the palm of your hand. Event organizers can record sessions and upload them, making it easy for attendees to listen to sessions missed;  add PDF files of session handouts and notes, and you’ve created a greener event.

High-Tech Convention Centers

Advances in green meetings are being paralleled by advances in convention technology, which we will cover in an upcoming blog. There is another trend, however, that is most exciting, and that is the new generation of high-tech convention centers.

When the Massachusetts Convention Center Authority (MCCA) built its new Boston convention facility, the goal was to create a high-tech convention center that would serve as the centerpiece of the city’s waterfront revitalization program. Designed as a totally wired facility, it provides visitors with site-wide Internet access and exhibitors with under-the-floor boxes for easy access to all utilities and communication. Setting up a networked PC to run presentations on an LCD monitor rental is a snap with this kind of pre-planning.

Convention center management used the facility’s Ethernet backbone network to design the Building Automation System (BAS). The BAS allows third-party systems to inter-operate with its single front-end system,which has over 5,000 control points. Convention center staff can manage and monitor the entire center’s operations and systems both centrally and remotely — everything from HVAC equipment, fire alarm interfaces, A/V systems and more. When a problem occurs with any of the systems, the BAS alerts convention center staff via cell phone or e-mail.

Looking for a partner that is committed to “green” and is a leader in convention planning and rentals? CRE Rentals is ready to help you plan, implement and equip your next event. Give our expert Account Executives a call, send an e-mail or fill out the Quick Rental Quote right now to start “greening” your next event.

In Part 2 of “Let There Be Lighting” (read Part 1 here), we will give you some suggestions when setting up lighting for a presentation in a mid-size room (conference breakout, company meeting). Of course, if you don’t feel comfortable with lighting, CRE Rentals’ technical staff can assist to get you what you need for your particular situation.

Scouting locations and lighting needs

When movie makers scout locations, they check more than just “look and feel,” and immediately assess the place, inside or out, in terms of lighting. This is what light meters are for – a great all-purpose tool for checking light levels, and assisting in developing lighting setup plans.

Depending on the meeting type – screen presentation or speech, a dais up front or a podium – you will set up lights in a particular way. If you can’t hang lights from the ceiling to illuminate a podium, you can use freestanding spots from the sides. If the focus of the audience is a presentation on a large-screen,  then you would keep that area dim and perhaps throw a small spotlight on the speaker.

Interactivity needs light

If you are using an Audience Response System rentals, your challenge is to keep lights low enough not to interfere with the screen image, and high enough for people to see their handheld response devices. This can be accomplished, somewhat counterintuitively, with more, not fewer, lights. With sideline lights every few rows, keep the rear lights a bit higher than the middle ones, the middle ones a bit brighter than the near-front ones and create a “lighting gradation” to achieve your goal.

Alternatively, you can use an indirect approach, such as illuminating the room walls with bottom-up spots, even colored ones (choice of color matters). All of these maneuvers, of course, will depend on what the built-in room lighting offers, but if they are not “dimmable,” it is better to leave them out of the equation entirely.

Speaking of control…

Today’s lighting components, from ceiling-mounted spots to colored ones on stands, all connect to central control panels that can also run the audiovisual equipment – including a  high lumen projector rental if you need one.

The basic lesson is that more lights means more control, and greater flexibility in directionality, brightness, color and other variables. You don’t have to believe in Feng Shui to know that such room characteristics as size, paint and carpet color, seating arrangements and ceiling height affect your lighting plan – and mood, too.

Our expert Account Executives can put you in a good mood by helping you put together a great meeting, so give a call, send an e-mail or fill out the Quick Rental Quote right now. CRE is in the solutions business, and we have one for you, too.

Whether it’s a presentation, seminar, conference or trade show exhibit – in small rooms, large halls or a stadium – good lighting can make or break an event. As a leader in trade show management and convention rentals, CRE knows the importance not only of good equipment, but good information. Here’s some on basic lighting.

Good lighting gives presenters a more dramatic, more impressive stage presence, and also ensures that video or film recordings are clear and usable. Armed with a PowerMac G5 with Kona card rental from CRE, an artist could adjust lighting and contrast “in post,” but you always want to capture the best possible original image.

Different strobes for different folks

There are many leading specialty lighting makers offering a world of lighting products for every situation. Event lighting can include fluorescent, incandescent, strobe and LED lights, and are available in banks, spots, tubes and other shapes, in all sizes and wattages. No matter what type of lighting you need, there is a light that will meet your needs.

For large meeting halls or dinner events, theater-style lighting adds color and drama to the atmosphere, and can transform “the usual thing” into something truly memorable. Many of the new, smaller, integrated systems can be controlled by computers available to rent from CRE.

Let there be light

Consider these basic lighting tips as you plan your next event:

• Color is proven to influence audience mood, and it’s fascinating how it works, so do a little research before your next big meeting.
• Different colors and textures can attract or redirect people’s attention.
• You can project graphics across the stage or wall using gobos, etched disks inside the light fixtures.
• Make sure presenters suffer no distracting facial shadows. Do a dry run.
• Stage “washes” keep presenters well lit as they walk the stage
• Follow spots will pick out award winners or notables from an audience.
• Powerful psychological effects can be achieved by lighting the entire room.
• New, “intelligent lighting” can be programmed to sweep the room, create effects and change colors.

In Part 2, we will show how to set up lighting for a press conference or presentation in a mid-size room (think conference breakout or company meeting). In the meantime, if you’re planning an annual shareholder meeting or exhibiting at a trade show, CRE is the one-stop shop. Our experts can help you with everything from lighting to computers, audience response system rentals to kiosks– just request a Quick Rental Quote today. We can definitely throw some light on the subject for you.

Read Part 1 here if you missed it!

Although there are a few kinds of Audience Response Systems (ARS), they all seek to do the same thing and feature various options to meet your specific information-gathering and interactivity requirements. A typical ARS comprises the following components:

• a base station (essentially a receiver)
• keypads for every participant
• ARS software on the presentation computer

The computer that is running the ARS software connects to the base station/receiver and, as it also runs the presentation software, to the projector itself. The various ARS software applications have different minimum computer system requirements, so make sure you are using the right combination of components.

A typical ARS-enabled presentation would run like this:

• ARS software is installed on the computer that runs the presentation software and projector
• Base station is connected to the presentation computer
• Presenter poses a question, offering a selection of responses
• Participants use keypads to make their choices
• Participants’ answers are sent to the base station then stored in a database component of the ARS software
• The software calculates and displays a graphic describing the results
• Data can be accessed later and presented in various reporting formats

Types of ARS’s

Early systems used wired keypads but most professional ARS applications now use wireless models. The two technologies used are RF (radio frequency) and (IR) infrared. The newest offering is browser-based software, which routes response data via an IP address, a system that obviates the need for keypads—wireless laptops, netbooks and hand-helds (Palm PDA’s, Pocket PC’s or browser-equipped cell phones) can be used instead. Let’s take a look at each.

RF systems are well suited to larger group environments. The base stations and keypads are typically larger than infrared models and, despite being bulky, can accommodate a larger number of participants and longer ranges. No line-of-sight is required because radio signals are used.

IR systems are good for small to medium-sized environments such as executive meetings, corporate training and college classrooms. As IR keypads need line-of-sight to the base station, they won’t work in large rooms, and sunlight affects IR transmission outdoors. Although not as powerful as RF systems, IR systems are lightweight and affordable.

Browser-based ARS’s are an emerging technology in early development. A software-only system, they are compatible with existing wireless devices. IP addresses are assigned to polling sessions and participants log in via their own wireless devices (phones, PDAs, laptops). Data is transmitted by wi-fi then displayed for the audience by the projector, as well as on every participant’s device.

Final considerations

In both the world of business and higher education, Microsoft’s PowerPoint is far and away the most popular presentation software. More than a few companies have developed plug-ins enabling a presenter to seamlessly integrate polling data into pre-fab PowerPoint presentations.

ARS’s don’t just collect data for display. They also have reporting functions to help analyze it. The pre-formatted reports export Excel and other common file formats, making possible participant tracking and grading for those in training and education environments. For corporate environments, the advantages are clear—an ARS is a “hearing aid” that gets good information and ideas that would otherwise be missed. CRE can equip your next conference or meeting so you don’t miss out on any great new ideas!

Everybody’s talking at me, I can’t hear a word they’re saying…
—Harry Nilsson

At times it seems that listening is an endangered skill. But the better the salesman, and the wiser the business owner, the more apt they are to keep their mouths on standby and their ears wide open. Salesmen know that buyers will tell them everything they need to know to make the sale, while enlightened executives know that some of the best new product ideas, as well as solutions to existing problems, come from their customers.

A meeting, seminar, conference or convention can provide a wealth of good information because the hosts know who will be offering the input. If they want real-time feedback from a staff of 12 or a convention hall of 1200, they will need an Audience Response System (ARS). Part 1 of this two-part article will give you the background, the overview and the rationale for using an ARS, while Part 2 will delve into the technology itself and how it works.

The “back story”

Briefly (and simplistically) an ARS combines hardware and software to bring interactivity to group settings. In a typical ARS setup the presenter and/or a technical assistant makes a presentation with which participants interact by means of handheld keypads, usually wireless. When presented with questions and a number of possible responses, the participants make their selections, the data is fed into the computer running both the presentation and the ARS software, and the numbers are “digitally crunched.” The results can even be displayed graphically right within the presentation, all in real-time.

ARS’s have been shown to improve learning in classrooms and build consensus in corporations. These systems can track and identify the participants, or collect data from them anonymously. There are good reasons to do both. When convention delegates are voting, anonymity is important and privacy can be respected. When a company’s board of directors is making decisions on important matters, especially for a publicly held firm, the meeting minutes need to identify them. An ARS can go both ways.

Better input, better output

The unique versatility and simple flexibility of ARS’s have made them popular across a wide range of industries. Large corporations use them for shareholder meetings and employee conferences. Marketing firms use them to conduct focus groups, do polling and present “mass questionnaires,” while educational institutions employ the technology in small classrooms as well as huge lecture halls. The possible uses for an ARS are virtually unlimited and, as with most technology most of the time, the systems are getting faster, smaller, better and more dependable all the time.

Buying an ARS, however, is still a substantial expense, which means larger firms with ongoing needs for the technology are buying most of the systems. Fortunately for SMB’s (Small and Medium-sized Businesses), there is a healthy audience response system (ARS) rental market. If you know you need one, drop CRE’s ARS specialists a line and they can tailor a setup just right for your event. If you’re still not sure, surf around the Internet while you wait a few days for Part 2 of this article, and learn how using an ARS “hearing aid” could be good for your business.

Here is a roundup of some helpful tips, practical insights and valuable resources for the event planning professional. CRE is your headquarters for projectors, displays, computers and all your event production rentals and service needs, as well as your trusted source for good advice. Consider today’s blog a buffet and take just what you want. Let us know if you like “the food,” and we can make the buffet a regular feature.

Two computers are better than one

If you are making a presentation at a meeting, conference or tradeshow, take a lesson from the military and use the “redundant system” approach. All that really means is, whether you are using a laptop or a  computer rental, make sure to bring a second unit with the same videos, PowerPoint presentations or other materials on it.

Any computer can malfunction at just about any time, for any (or seemingly no) reason. A backup is cheap insurance. You should have someone working with you so that as the main computer makes its way through the programmed material, your helper is keeping pace with you. (The backup, ideally, should be a laptop, regardless of what the main computer is, as the laptop will be easier to move and set up if needed.)

If the main computer crashes, you will be able to switch to a backup that is right in sync. You are then faced with a manageable 10- or 20-second fix – disconnect the main computer, connect the backup – rather than a show-stopping tragedy.

Make the speaker comfortable

There are plenty of professional speakers who make presentations over 200 times annually, and are poised and relaxed at all times.  Others like to rehearse, sometimes for hours, and tend to fret. You should do your best to make them all comfortable, and here’s how you can do that:

• Even if you’ve sent it six times already, give the speaker a copy of the agenda when they arrive.
• Send a small, thoughtful gift to the speaker’s room the night before the event, and include a handwritten note with your sincere thanks.
• Show your speaker the stage after it is set up. Most speakers like being able to visualize the room where they will speak when they are practicing their presentations beforehand.
• Inform the speaker about the specs of the room  (i.e., podium position, lighting, camera location, seating arrangements).
• Provide bottles of the speaker’s preferred beverage within easy reach of the podium – and napkins or tissue, too.

New networking resource

An internationally known event professional, Italian veteran Julius Solaris, has a blog especially for event planners where he shares his many experiences and insights. The Event Manager Blog is written with an international readership in mind, and Solaris offers suggestions for reading and study, interviews a number of industry experts and asks tough questions of the virtual “event pro” community.

Solaris, a strong supporter of “open source” software, is presently working on an open source software solution for event planners. While that is being finished, Solaris debuted another terrific resource, a LinkedIn group called, appropriately, the Event Planning & Management Group. With more than 1,000 members worldwide, it is definitely worth a look!