Functions Come First

stylish event spacesThere are times when more space is a good thing. It may happen because you are a businessman who is hosting a conference, a person hosting a family reunion, or any number of other reasons. Most of us cannot host an event in a space that we already own. This is why we have event venues that we can rent for functions. We are here to help you with choosing the right one for your next big event. These are some of the things you need to ask about if you want to make sure its perfect!

The Space You Need

When you are hoping to host an event, size does matter. If you are planning to have only 20-30 people, a smaller area will be fine. Too large and it may make sound quality less than perfect. A larger assembly, 200+ people, will not fit into a small space, but you still need to know that the sound system can be heard over shifting chairs and mumbling in the audience.

The Right Location

event spacesSometimes, choosing based on location is easy. Everyone that will attend may live in your local area or already be there for some other event. Other times, people may come in from all over the country or world. Is that venue in a location that has easy access to hotels? Dining establishments? Beyond that, you also have to make sure that the location is easily accessible and has plenty of parking. Do you have to pay for parking?

Discover What’s Included

Some venues will charge for every detail, such as tables, linens, sound system setups, etc. Before you sign on the dotted line, you need to know the total cost for the room you are hoping to rent for that day.
To go beyond this, you must also ask what is included with your package. Do they provide catering or are you able to bring your own? Do they set up the sound system or is that something that you have to deal with? Are their visual aids available such as projectors, screens, and more?

Are there Restrictions to Consider?

event roomsThere are some venues that may limit what you are allowed to do while there. For instance, you may not be able to hang decorations on the wall or take videos in certain areas. You may not be able to drink alcohol or serve snacks. You will want to know about these things before your big day. Otherwise, you may end up with an event venue that does not meet your needs very well.

Our Suggestion

Before you start looking for a venue, we encourage you to sit down and think about the event. Write down things that you feel are necessary, how many people you expect to show, and things that you are not willing to sacrifice. Then make your calls to try and find a venue that checks off as many boxes as possible to ensure that your event is exactly the way you want it to be.

 

How To Keep Guest Entertained Throughout Tradeshow

Keeping attendees entertained and engaged during a trade show function requires a thoughtful blend of interactive experiences, lively food and drink booths, and engaging activities throughout the venue. Start by designing a layout that encourages exploration, placing food and drink stations strategically to draw people in and create social hubs. Offering a diverse selection of refreshments, such as gourmet snacks, craft beverages, and themed cocktails, can entice attendees to take breaks and mingle, fostering networking opportunities. An easy way to incorporate drinks at a large venue is via walk in coolers. Not all venues have them, and those that do may need attention. For example walk in cooler floor repair is common leading up to many large trade shows.

Workshops & Live Demos

Incorporate interactive elements like live demonstrations, workshops, or games that relate to the trade show’s theme, allowing participants to engage hands-on with the products or services on display. This not only captivates attention but also encourages conversations and deeper connections among attendees. Consider adding entertainment options, such as live music or performers, to create a vibrant atmosphere that keeps energy levels high.

Utilize technology to enhance engagement by integrating QR codes that link to special offers or informative content, encouraging attendees to interact with both the exhibitors and the venue. Additionally, hosting scheduled contests or raffles can motivate attendees to visit various booths and stay engaged throughout the event. By creating a dynamic environment filled with delicious food, refreshing drinks, and interactive experiences, you can ensure that participants remain entertained and eager to connect throughout the trade show.

Multiple Day Vs Single Day Shows

When considering a multiple-day trade show versus a single-day event, several factors come into play that can significantly impact the experience for both exhibitors and attendees. A single-day trade show is often more streamlined, requiring less time commitment from attendees who may be busy professionals. This format can lead to high energy and focused interactions, as participants are motivated to make the most of the limited time available. However, the shorter duration can also result in a rushed atmosphere, limiting opportunities for in-depth conversations and networking.

In contrast, a multiple-day trade show allows for a more relaxed pace, providing attendees with the chance to explore booths, attend workshops, and participate in networking events over several days. This extended format can foster deeper connections and more meaningful interactions, as participants have ample time to revisit booths and engage with exhibitors. Additionally, a multi-day event can offer varied programming, such as keynote speakers or panel discussions, enhancing the overall value of the experience.

However, organizing a longer event requires careful planning and resources, including accommodations and logistics for both attendees and exhibitors. Ultimately, the choice between a single-day and multiple-day trade show depends on the goals of the event, the target audience, and the desired level of engagement. Each format has its unique benefits, catering to different preferences and objectives within the industry.

Portable Power At Pop Up Functions

event popupIn today’s world, no one wants to be confined to a specific place. They want to be able to move around. Could you imagine working in an office that moved from place to place? Would you want to attend a function if you were in a darkened building? Not many would feel it is okay. Hosting it is even worse. This makes the “pop up style” events a better choice for many. The problem comes up when you consider portable power at pop up functions.

The Fun of a PopUp Event

popup storesWith the idea of a pop-up event, people can host an event in virtually every area. These pop-up events can be hosted in the middle of a city square, out in a field, near a mall, or at a farm. They can be anywhere. No matter where they are, people will always “pop up” to attend them.

There can be trade shows, food service vehicles, and mini stores. It allows people to host an event based on the type of fun they want to provide, not the area in which they can do it. People who may not be able to see your show because they live in this state and your show takes place there, can with a popup show. You simply move around to host it. The question then becomes, do you have everything you need to do it successfully?

What Do You Need for a Popup?

pop up carnivalsThink about a “pop up” fair or carnival. They are the most commonly seen transportable events. They travel from place to place and though there may be some power outlets around, they still rely on rechargeable power supply options mostly. You can walk around behind the scenes and you will find tons of wires that provide power to rides, lights, radios, and more. Those wires, many of which will lead to a power generator.

You can use the same type of thing at your popup events. You can have radios, lights, and much more if you have the power. Trade shows, food services, stores, and all other things can get their start if you have power. After that, you need a way to transport the event from one area to the next. This may mean a large truck or several vehicles. You will also need items that are important for your business. Merchandise, stage settings, etc. are all included in this. A food service truck isn’t going to have much success if they forget to have hamburger buns and patties. You also need to consider this for your event.

Make a Plan for Success!

There are things that you should consider before setting up your pop up event or shop. You need to know that you have the right product, service, or event for the demographic of people that you are hoping to bring in. This means you wouldn’t want to bring doctor supplies to an area where mostly teens are looking for things to do. Your event will not go as well as you plan. The same is true if you bring an event for veterans to a college town. You have to plan it out a little to make sure you get the most success.

Off The Beaten Path Ideas For Function Locations

mt princtonWhen talking about conferences and other “formal functions”, we often imagine sitting in a stuffy room. Trade show locations are the same. They are in dark spaces and have lightbulbs to highlight the people who are there to present stuff. What’s the fun in that? People dread going to these types of places because of the dreary atmosphere. You could make your next event more successful if you consider some off the beaten path ideas for function locations.

Why Go Off the Beaten Path?

outdoor conferencesHave you ever been in a situation where you had to go to a conference? You knew before you went that it would be a stuffy, boring event that would tie up your weekend and take you away from your family. Did you try to find a way to get out of it? Most people do. No one wants to be “stuck”.

Instead of this, why not plan an event that brings not only business to the table, but adventures? An adventure that makes people want to attend, and maybe add in the option to bring along family members. It is something that some businesses are starting to do. It pays off. They are the conferences and formal functions that can be considered a success.

Ideas for Adventure Functions

business conferencesTo succeed with outdoor conferences, you have to pick the right season, first and foremost. After that, you need to pick the right venue. Some companies use golf outings, baseball or other sporting events, boating trips, and more. If none of those ideas meet the atmosphere that you are hoping for, you may also consider choosing to rent a cabin for your meeting space. It is less formal and if you choose wisely, adventures can often be had nearby. One perfect example is the cabins near Mt Princeton hot springs. It is a beautiful place that will allow people to do things relaxing rather than just focus on business. It can be as casual or as formal an event as you want.

Most people want something to be different. They want to not have to deal with the office every day of the week. They want to step out of their “normal” environment. By planning an adventure function, you are allowing them to do just that.

Your Efforts Will Pay Off!

How would it feel for you to be known as the coolest boss ever? The best event planner? The best tradeshow for people to go to? If you can earn this type of reputation, people will flock to your events. You will have more dedicated employees and an overall higher success rate than anything ever before.

All it takes is providing something unexpected to your guests. The simple fact that they work for you, doesn’t mean they haven’t earned the right to have a great time with the people they see almost as much as they see their family.

 

Popular Items To Present To Function Attendees

trade show attendeesWhen it is important to draw attention, there is no one-size-fits-all solution. However, at tradeshows and other functions around the world, providing people with small tokens has proven beneficial. It is the whole idea behind personalization in marketing. These gifts, however small, make it easy to connect with potential customers and clients that you want to establish a relationship with. Luckily, there are many popular items to present to function attendees if you want them to remember meeting you!

The Benefit of Gifts

metal bottlesIn marketing, gifting has always been a way to make an easy impression on others. It can work for selling your products in the future or ensuring that your business name is memorable. The more interesting the trinket, the more effective it will be.

Think about the gifts you give to employees that go above and beyond in the office. Those people want to be acknowledged and recognized for the services that they provide that others don’t. It also encourages others to work harder to get the amazing gift that you provided that person. Although different, giving a gift to function attendees can work the same way.

If you give them a business card that looks like the other twenty they receive, they will be less likely to remember you. If you give them one that uses flip animations and such, it will be more likely to stand out in their mind, which will benefit you in the long run. You simply have to find the gift that stands out at a trade show or other function.

Popular Gifts for Functions

swag giftbags for TradeshowsSince you do not know these people that you are handing gifts to, most will be impersonal, but usable. For instance, if you want something your company name can be listed on, you may choose a canvas bag, personalized mugs, and other items. You can also do this with tee-shirts, pencils, keychains, and numerous other items. One thing to keep in mind is that the more outstanding your trinket is, the more impressive it will be. It will also be more effective. For instance, look at the average pen.

The pen is a very popular option is to provide attendees with. The downside is that most pens get tossed in a drawer and forgotten for a while. At least, until that person needs a pen in a hurry. These pens are not known for quality and do not look impressive. Therefore, forgetting them is easy. Perhaps a better option would be a higher quality pen like the Cholla Cactus pen. This hand-crafted beautiful pen will be high quality enough that people will want to use it often.

Other similar inexpensive upgrades include leather bags, steel bottles, and small gift bags. These things will make you more memorable and the more you can tie the gift to your product or service, the better it will be.

Why It Matters

At a trade show or some other event where everyone is business, it is important to make an impact as quickly as possible. People are in a hurry to see all that they can. You have to make an impression as quickly as possible. The best way to do this is to provide them with something they will be able to take home and use.

Beyond that, to make your best impression you will also want to explore tips from others who know about tradeshow success.