Month: August 2024

Tips For Impactful & Purposeful Event Planning

Posted on by Marva McKnight

Tips For Impactful & Purposeful Event Planning

In today’s world, successful events are those that go beyond just meeting business objectives—they’re about making a difference. At MLM Consulting, we believe that every event presents a unique opportunity to give back to the community. Whether you’re planning a corporate conference, a small association meeting, or a nonprofit fundraiser, integrating Corporate Social Responsibility (CSR) into your event planning process can create a lasting, positive impact. Here are our top tips for creating events that truly give back to the community.

One thing about virtual events is that it can be very easy to forget you have an audience you need to engage and entertain. After all, you’re sitting at home alone right? It’s easy to hide behind the screen and forget there are people on the other side. There are so many little things you can do to make sure your virtual meeting is more engaging.

Here are our top tips for running an engaging virtual meeting that will create impact for your company!

1. Engage with the Local Community

One of the most effective ways to make your event impactful is by actively engaging with the local community. This can include partnering with nonprofit organizations, supporting small businesses, or organizing community volunteer opportunities as part of your event. At MLM Consulting, we prioritize these connections to ensure that our events have a direct and meaningful impact on the areas where they are held. By focusing on local engagement, you not only contribute to the community’s well-being but also foster a sense of shared purpose among event attendees.

Tip: Consider incorporating local talent, suppliers, and vendors into your event to support the local economy and create a more authentic experience.

2. Prioritize Sustainability

Incorporating sustainable practices into your event is another powerful way to give back. Events can have a significant environmental impact, so it’s crucial to minimize this through careful planning. MLM Consulting is committed to promoting sustainability in every event we plan. From selecting eco-friendly venues to reducing waste and encouraging the use of renewable resources, we help our clients create events that are not only successful but also kind to the planet.

Tip: Opt for digital invitations, reusable materials, and eco-friendly giveaways to reduce your event’s carbon footprint.

3. Foster Inclusivity and Diversity

Creating an event that is inclusive and reflective of diverse perspectives is key to making a meaningful impact. Inclusivity not only enriches the experience for all attendees but also demonstrates a commitment to social responsibility. At MLM Consulting, we ensure that our events celebrate diversity, incorporating a wide range of voices and experiences in everything from programming to vendor selection.

Tip: Ensure your event is accessible to everyone, including individuals with disabilities, and consider the diverse needs of your audience in all aspects of planning.

4. Create Long-Lasting Impact

The true measure of an event’s impact is what happens after it’s over. At MLM Consulting, we believe in creating events that leave a lasting legacy. This could mean establishing ongoing partnerships with nonprofit organizations, setting up continuous community engagement efforts, or implementing sustainability initiatives that last beyond the event. By focusing on long-term impact, you ensure that your event’s benefits extend far beyond the day itself.

Tip: Consider setting up a follow-up campaign or initiative that keeps the momentum of your event going, such as a community support program.

5. Incorporate Educational Elements

An impactful event doesn’t just involve giving back; it also educates and inspires attendees to continue making a difference. At MLM Consulting, we often incorporate educational elements into our events, such as workshops, panel discussions, or keynote speeches focused on community issues, sustainability, or social responsibility. These elements not only add value to your event but also empower attendees to take action in their own lives.

Tip: Invite speakers who are experts in CSR-related topics to share their insights and inspire your audience to think about their own role in giving back.

6. Leverage Technology for Greater Impact

Technology can play a significant role in amplifying the impact of your event. From virtual fundraising platforms to social media campaigns, there are numerous ways to leverage technology to engage a wider audience and increase the reach of your event’s message. At MLM Consulting, we use the latest technology to enhance our events, ensuring that our clients can connect with their audience in meaningful and innovative ways.

Tip: Use live streaming to broadcast your event to a broader audience, or create a social media campaign that encourages attendees and followers to share their experiences and spread the word.

7. Recognize and Reward Contributions

Finally, recognizing and rewarding the contributions of those involved in your event—whether they’re volunteers, sponsors, or attendees—can make a significant impact. At MLM Consulting, we believe in celebrating the efforts of everyone who helps make an event successful. This not only fosters a sense of community but also encourages ongoing involvement and support.

Tip: Consider creating awards or recognition programs for those who go above and beyond in contributing to your event’s success, highlighting their efforts during the event to inspire others.

Partnering with MLM Consulting for Meaningful Events

When you choose MLM Consulting, you’re not just planning an event—you’re creating a platform for positive change. Our expertise in CSR-focused event planning means that your event will not only meet your business objectives but also give back to the community in meaningful ways. We work closely with you to understand your values and goals, and we tailor our approach to ensure that your event reflects your commitment to making a difference.

Whether you’re planning a corporate event that enhances your brand’s reputation, a nonprofit fundraiser that deeply engages the community, or a small association meeting that promotes inclusivity, MLM Consulting is here to help. We are passionate about creating events that matter, and we are committed to partnering with you to make your next event a powerful force for good.

Let’s work together to make your next event both purposeful and impactful!

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How Food Labeling Can Make or Break Your Event

Posted on by Marva McKnight

How Food Labeling Can Make or Break Your Event

When planning an event, whether it’s a corporate gathering, a small association meeting, or a nonprofit fundraiser, every detail matters. One often overlooked yet crucial aspect is food labeling. Ensuring that food is properly labeled and capturing attendees’ dietary restrictions and allergies on the registration form can significantly impact the success of your event. Here’s why food labeling is essential and how MLM Consulting can help you seamlessly integrate it into your event planning.

Why Does Food Labeling Matter?

1. Safety First

The primary reason for labeling food at events is to ensure the safety of all attendees. Food allergies and intolerances can have serious, sometimes life-threatening consequences. For example, an attendee with a severe peanut allergy could suffer from anaphylaxis if they unknowingly consume a dish containing peanuts. By clearly labeling food items with their ingredients and potential allergens, you help attendees make informed choices and avoid any health risks.

Examples of Common Allergies:

  • Peanut Allergy: Even trace amounts can cause severe reactions.
  • Shellfish Allergy: Common in seafood dishes; symptoms can range from mild hives to severe anaphylaxis.
  • Gluten Intolerance: Necessary for individuals with celiac disease or gluten sensitivity.

2. Inclusivity and Respect

Labeling food appropriately shows that you value and respect the dietary needs and preferences of your guests. This inclusivity can range from accommodating allergies and intolerances to respecting dietary choices such as vegetarianism, veganism, and religious dietary laws. For instance, offering vegetarian, vegan, kosher, or halal options with clear labels ensures that all guests feel considered and included. Ensuring everyone has something they can safely and comfortably eat enhances their overall experience and satisfaction.

Examples of Dietary Restrictions:

  • Vegetarian: Excludes meat and sometimes other animal products.
  • Vegan: Excludes all animal products, including dairy and eggs.
  • Kosher/Halal: Adherence to religious dietary laws.

3. Enhancing the Guest Experience

An event where guests can enjoy their meals without worrying about what’s in the food is an event where guests can relax and focus on the purpose of the gathering. Detailed food labeling contributes to a stress-free environment, allowing attendees to engage more fully in networking, learning, or celebrating. For example, a corporate networking event can be significantly enhanced when attendees aren’t distracted by concerns over the safety of the food provided.

4. Professionalism and Attention to Detail

Food labeling reflects the professionalism and attention to detail of the event organizers. It demonstrates that you have thoughtfully considered every aspect of the event, which can enhance your reputation and encourage positive word-of-mouth referrals. Imagine attending an event where each dish is carefully labeled with ingredients, allergen information, and dietary suitability – this level of care leaves a lasting impression and speaks volumes about the quality of the event.

Capturing Dietary Restrictions and Allergies

To effectively label food, you must first understand the dietary needs of your attendees. The best way to gather this information is through the registration process. Here are some tips:

Include a Dietary Needs Section

Ensure that your registration form includes a section where attendees can specify any dietary restrictions, allergies, or preferences. Make this section mandatory to ensure you capture all necessary information. For example, a simple prompt like “Please list any dietary restrictions or allergies” can go a long way in gathering critical information.

Be Specific

Instead of a general checkbox for dietary needs, provide options and space for detailed information. For example, allow attendees to indicate if they are lactose intolerant, gluten-free, allergic to nuts, or follow a specific diet like kosher or halal. This detailed approach ensures you can plan menus that cater to these specific needs.

Follow Up

In some cases, it might be necessary to follow up with attendees for more details about their dietary restrictions. This step shows that you are committed to meeting their needs and ensures you have all the information required to plan appropriately. For instance, if someone lists a rare allergy, reaching out to understand the severity and specific requirements can prevent any mishaps during the event.general checkbox for dietary needs, provide options and space for detailed information. For example, allow attendees to indicate if they are lactose intolerant, gluten-free, allergic to nuts, or follow a specific diet like kosher or halal. This detailed approach ensures you can plan menus that cater to these specific needs.

How MLM Consulting Can Help

At MLM Consulting, we understand that food labeling and dietary accommodations are just one piece of the event planning puzzle. Our comprehensive services ensure that every aspect of your event is meticulously planned and executed. Here’s how we can help:

  • Customized Registration Forms: We design registration forms that capture all necessary dietary information in a clear and user-friendly manner.
  • Vendor Coordination: We work closely with caterers and food vendors to ensure that all food items are labeled accurately and meet the dietary needs of your guests. For example, we ensure that each dish at a corporate dinner is clearly marked with ingredients and potential allergens.
  • On-site Management: Our team is present on the day of the event to oversee food service and handle any last-minute adjustments or concerns. If an attendee raises a dietary concern on the day, we are prepared to address it promptly and effectively.
  • Attention to Detail: From the initial planning stages to the execution of the event, we pay attention to every detail, ensuring a seamless and successful event experience for you and your guests.

Ensuring food is properly labeled and capturing dietary restrictions is not just a matter of convenience; it’s a vital part of creating a successful and inclusive event. With MLM Consulting, you can trust that every detail will be handled with care and expertise, allowing you to host an event that leaves a lasting positive impression.

By choosing MLM Consulting, you can rest assured that your event will be safe, inclusive, and professionally managed. Let us handle the complexities of food labeling and dietary accommodations so you can focus on what truly matters – making your event a memorable success.

Contact us today to start planning your next event with confidence!

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5 Virtual Events Audience Engagement Ideas

Posted on by Marva McKnight

5 Virtual Events Audience Engagement Ideas

Before 2020, many of us event planners had dabbled in webinars and small virtual events. But I don’t think any of us could have predicted how critical virtual meetings would become for our businesses in 2020. During COVID-19, most organizations have pivoted their in-person meetings to virtual meetings, with more and more adding them to their long-term events strategy.

One thing about virtual events is that it can be very easy to forget you have an audience you need to engage and entertain. After all, you’re sitting at home alone right? It’s easy to hide behind the screen and forget there are people on the other side. There are so many little things you can do to make sure your virtual meeting is more engaging.

Here are our top tips for running an engaging virtual meeting that will create impact for your company!

1. Set the Mood with Music & Icebreakers

You want to set the stage for the virtual meeting with energy, passion, and of course, a super fun playlist.

Do you have a pump-up playlist you listen to when you get ready in the morning or before a big presentation? Did you play walk-in music at your in-person conferences? It’s the same thing in virtual meetings. As attendees start to log on have that pump up playlist streaming in the background to elevate the mood and get people excited.

Many companies have been using funny, but appropriate, videos to break the ice in the beginning. Something light and happy like The Office or Parks & Rec. references are always a hit.

You can even start with some poll questions so the participants can get to know who else they’re on the call with that day (more on this later!), or a virtual team building activity.

2. Make it a Lunch Meeting

When we hosted meetings in-person, a highlight for most was conversing over lunch. Why not bring lunch to your meeting attendees? There are a ton of catering companies that are thinking “in the box” these days!

Many caterers are creating curated culinary boxes that provide attendees with a branded lunch box delivered right to their door, or available for to-go pre-meeting. Some companies are even creating meal box options where a professional Chef will lead your group through a guided cooking lesson. Start your meeting with a cooking class and then discuss all the important things over a meal together! It’s a great way to get people interacting and conversing.

3. Include Gamification Features

For many people, gamification may be new. You may be asking, “What is gamification exactly?”. Well, gamification is exactly what it sounds like, fun little games or challenges inserted strategically into the meeting. A few ideas for gamification are:

  • Who Said That – Collect quotes from speakers and participants during the meeting. At the end, do a series of “Who Said That” and see if participants can guess.
  • Trivia – Who doesn’t love trivia? It’s the perfect friendly competition and you can theme it around meeting objectives.
  • Scavenger Hunts – Curate a list of things you’d like your attendees to keep an eye out for, or tasks you want them to complete on your app during the meeting. Whoever checks off the most wins!

There are so many fun ways to get attendees involved throughout the duration of the meeting and keep attention while enhancing participation.

4. Don’t Forget Polls

If you don’t ask questions or encourage participation, you’re going to lose people. Think back to your college days when the professor stood up front and read off the Power Point slides. Did you get much value out of that? No, you learned and paid attention when the teacher asked questions throughout the class and kept the energy high with a little friendly competition. With meetings, it’s the same thing!

Pop polls in for everything, from the icebreaker in the beginning to questions about meeting content at the end. Polls are a powerful tool to engage during any point of the meeting. Pro tip: Prizes make them even more fun and engaging!

Here are a few great ideas for questions if you don’t know where to begin!

5. Get Them Moving

Just like an in-person meeting, you don’t want your virtual meeting attendees falling asleep on you, right? During breaks, or as a planned activity during the meeting, incorporate some simple movement!

There are so many companies like Office Meet Yoga that are now offering virtual yoga breaks.

The University of California Irvine released a healthy meetings guide with effective chair stretches perfect for a quick break.

Just shake it out and keep energy levels high!

If you’re worried about Zoom fatigue at your next virtual event, give us a call to learn about our best audience engagement tactics.

Need Help?

If you need assistance brainstorming ways you can take your virtual meetings to the next level, whether for your team or your clients, we can help. Our team is experienced in producing virtual meetings of all sizes, on multiple platforms, and we’ve perfected the art of making it fun! Get in touch and let’s get to business (virtually).

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Combat Zoom Fatigue At Your Virtual Meeting

Posted on by Marva McKnight

Combat Zoom Fatigue At Your Virtual Meeting

Zoom fatigue is real and there isn’t a person reading this that hasn’t had a moment of zoning out during a Zoom meeting. But the truth of the matter is that virtual meetings aren’t going anywhere, at least not for a while. That means that we need to find some ways to make this new normal a little more enjoyable by combating Zoom fatigue.

We have come up with five things that actually work when it comes to giving you some relief from being over virtual meetings.

1. Have an Agenda and Stick to It

One of the biggest things to keep in mind is to have an agenda and actually follow it. This will help keep everyone focused and they will also have a good idea of when the meeting will be over.

Don’t veer from the agenda and add more things or keep the attendees longer. This is just going to add to the frustration and Zoom fatigue.

2. Keep the Meeting Short

Keep the meeting short, and by this we mean to keep all of the meetings short. There should not be a virtual meeting that is over an hour long without a break. Whether this is an event or annual meeting, give attendees an opportunity to grab a refreshment and stretch their legs.

The longer people are on a virtual meeting the more likely the chance of developing Zoom fatigue.

The general rule of thumb is to keep each virtual meeting or conference session under 60 minutes. Anything over 60 minutes and you start to lose your audience’s attention. Ideally, 30 minute sessions with a detailed takeaway resource is the best option.

3. Hide “Self View”

There are very few people that like to look at themselves in a mirror let alone in a virtual meeting. This keeps your mind reeling and analyzing your every move and how you look. The best way to deal with this is to turn off self-view. This will make the virtual meeting more like an in-person meeting. You don’t look at yourself when you are in a conference room so don’t do it in a virtual meeting.

If you want to take it to the next level just turn your camera off completely.

4. Try Something Different

There are multiple ways to communicate information and that doesn’t need to be in a meeting. If you choose to have a virtual event, think about what information being presented can actually be packed into a PDF or video that can be watched post event. Then use the in-person meeting time to deliver the most urgent, important and impactful pieces of information.

5. Don’t Multitask

The temptation to multitask during a virtual meeting is undeniable. We want to keep our hands busy and it is harder to focus in a virtual conference room. But the act of multitasking contributes to the Zoom fatigue that you may be experiencing. Try to focus solely on the meeting that is happening and forget about everything else. While this isn’t easy it is necessary.

If you’re worried about Zoom fatigue at your next virtual event, give us a call to learn about our best audience engagement tactics.

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4 Things to Avoid When Planning a Virtual Event

Posted on by Marva McKnight

4 Things to Avoid When Planning a Virtual Event

Planning your next virtual event might seem fairly straightforward, until something goes wrong. To avoid mistakes when planning a virtual event, we’ve created a list of the top four (4) things to avoid for a successful event:

  • Choosing the Wrong Platform
  • Choosing the Wrong Session Times/Lengths
  • Choosing the Wrong Sponsors
  • Choosing to Plan the Event Last Minute

We are going to talk about each of these mistakes in more detail to help you understand why they could ruin your event.

1. Choosing the Wrong Platform

While Zoom seems to be the name we all know when it comes to virtual meetings and events they are not the only virtual event platform. It is important to make sure you choose the right platform for your event. This will make all the difference.

If the platform makes it difficult to run the event smoothly or it’s too difficult for attendees to interact with, then the event will not be as successful as you would hope.

To ensure that this does not happen at your event, here’s my ultimate list of things to think about before committing to a virtual event platform:

2. Choosing the Wrong Session Times/Lengths

When you are planning a virtual event you need to ensure the times and lengths of the session and breakouts work well. If they are too long then you will have attendees zoning out or walking away from their computers. If they are too short then there isn’t time to deliver the information or entertainment.

The general rule of thumb is to keep each virtual meeting or conference session under 60 minutes. Anything over 60 minutes and you start to lose your audience’s attention. Ideally, 30 minute sessions with a detailed takeaway resource is the best option.

3. Choosing the Wrong Sponsors

Even virtual events need sponsors. But choosing the best sponsor for your virtual event is just as important to it’s success. Choose a sponsor that fits your niche, the topic of the event and most importantly that resonates with your audience – even in a virtual setting.

4. Choosing to Plan The Event Last Minute

One of the benefits of a virtual event is that they do take less time to plan. But you don’t want to fall into the belief that you can plan a virtual event within a day or two. People still want time to adjust their schedules so they can plan to attend. You also want to plan a quality event and even when it is virtual, that can’t happen in a day.

Put together a realistic timeline before settling on a date for your event. Most importantly, when in doubt look into working with an event planner who has experience supporting virtual events.

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8 Tips for Choosing the Best Virtual Event Platform

Posted on by Marva McKnight

8 Tips for Choosing the Best Virtual Event Platform

The 2020 pandemic brought about a significant increase in the number of virtual events. As many cities continue to limit in-person event numbers, one of the safest options is hosting a virtual event for your next conference, fundraising gala or association meeting.

While virtual events have increased the type of platform and software to provide the best experience for your event attendees requires some trial and error. And believe it or not, Zoom might not be the best option for your next virtual event. That’s why we’ve broken down exactly what you need to look for to ensure that your event experience still translates well online.

1. Start with Research

One of my first virtual conferences during the COVID-19 quarantine was for a conference that had to pivot to a virtual platform. Instead of sourcing a virtual event-specific platform, they decided to use their already contracted Audio-Visual company to facilitate their virtual conference. The problem with this is that they didn’t really delve into how the platform actually worked. More importantly, the company didn’t have a proper demo video to actually show the client how the platform would function for their event. And, the biggest mistake was they didn’t confer with their meeting planner to help make this decision. As you can imagine, it was quite a challenge working to covert a system that didn’t meet the needs of the conference format and requirements into something that did. Not to mention the entire platform went down during the 1st day of the virtual conference due to connection problems!

To ensure that this does not happen at your event, here’s my ultimate list of things to think about before committing to a virtual event platform:

2. Create the vision for the event

To ensure that this does not happen at your event, here’s my ultimate list of things to think about before committing to a virtual event platform:

  • What’s the goal of your event? Think about your content and program format. For example, will you need a virtual expo hall? What about your sponsors for your event?
  • How will registration be handled?
  • Will you have keynote speakers, workshop speakers.
  • What do you envision for attendee engagement during and after the sessions?
  • What’s your budget? There’s no need to look at a system that starts at $20,000 -if you only budgeted for $5000 for the digital platform

Before you begin googling for virtual platform options, those questions must be asked first to ensure you are looking at the right platforms. You have to compare apples to apples and not apples to grapefruit!

To ensure that this does not happen at your event, here’s my ultimate list of things to think about before committing to a virtual event platform:

3. Choose your non-negotiable features

Let’s review a few features that will help you make an informed decision to ensure your attendees have an amazing experience at your event. Keep in mind this is just a shortlist of features – depending on your specific event requirements, there could be more.

  • Custom Branding – can your event be branded with your logo and custom colors and font? This is a basic feature that most organizations and associations require.
  • Sponsors – is there any opportunity for sponsor placement and branding of sessions and activities on the platform
  • Functionality – Is the platform formatted to allow multi-day events and, concurrent breakout sessions. If your conference agenda normally contains 10 concurrent breakout sessions, it’s imperative that you know if the platform that you are selecting can accommodate that.
  • Does the platform have a built-in registration module? How advanced is it? How much can you customize? Explore the payment feature and costs associated with that customizing your selected.
  • What type of attendee engagement will the system allow?
  • Question and answer.
  • Chat features
  • Is there live polling?
  • What about gamification?
  • Social media – does the system have a social wall for live interaction and engagement. What social media integration features are available?
  • Hybrid Events – looking to the future. Will this platform grow with you for future events? It is forecasted that in-person conferences and meetings will look differently in the near future. Conferences and events will comprise of both hybrid and in-person events. Will the platform be able to accommodate hybrid events? Microsites – Will you need access to an event microsite to connect attendees? A microsite will contain all of your event information including schedule, speaker’s photos, bios, sponsors, instructions on how to connect to the platform, social media engagement and more.
  • Push Notifications – this is an important feature to consider. How will you communicate with attendees during the event?. On most conference apps, push notifications play a huge role during virtual events. This is especially important if it’s a live event and there’s technical issues or changes to the program.

4. Event Analytics

Will you be able to pull your event analytics to gauge participation for all of your sessions and activities. This is important for your post-event report and planning for future virtual conferences to provide insight into your attendee engagement patterns and what can be improved.

5. Exhibitors

What features (if any) are available for exhibitors? Can there be an interactive expo hall? Are lead generation options available for exhibitors? How will they collect information on attendees who visit their virtual booths? Can there be live engagement between attendees and exhibitors?

6. Sponsors

How will sponsors be highlighted and incorporated into the event virtually? This can be done through a variety of options such as branding on speaker backgrounds, banners on the platform, sponsored introductions, branded breakout sessions, and the old reliable social media promotion. Think about if your chosen virtual event platform include features that allow you to highlight your sponsors.

7. Technical Support

This is a big one! What type of technical support is offered? Will you have tech support available during the live event to troubleshoot issues with attendees. Are they available to be in the chat room as well? What about your speakers? Will there be virtual holding rooms for speakers? How many holding rooms can the system accommodate? How will speaker holding rooms be staffed for technical support?

It’s also important to think about your pre-event preparations. Will the virtual platform staff be available for rehearsals with speakers? Or, will you need to train a staff person to facilitate all of the rehearsals?

8. Pricing

Many people assume that going virtual means that expenditures will be low. This is not always the case. On the contrary, you should consider what attendee experience you wish to provide. The more seamless and customized the experience the higher the chances of the platform being more expensive. Don’t let this be a deterrent, as the return on investment will be worth it if your attendees enjoyed the event.

It’s also important to think about your pre-event preparations. Will the virtual platform staff be available for rehearsals with speakers? Or, will you need to train a staff person to facilitate all of the rehearsals?

Conclusion - Virtual Event Platforms

If the virtual event platform is lacking a lot of the advanced features, this may affect the overall attendee experience. Introducing your attendees to a digital platform is already a big challenge for a lot of people. Once you get them to the platform, the goal is to make it engaging and make it an awesome experience. Remember, digital platforms are here to stay and you’ll want your attendees to be excited about coming back to your digital world.

Have a question? Contact us to find out how we can help.

It’s also important to think about your pre-event preparations. Will the virtual platform staff be available for rehearsals with speakers? Or, will you need to train a staff person to facilitate all of the rehearsals?

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