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Event Tips

October 28, 2013
1. Recipe sharing
1. Recipe sharing
IMEX, an organization that serves the global meetings, incentive travel, and event industry, launched its recipe card campaign in January. It's based on the idea that food is a global concept enjoyed by everyone, and therefore a recipe can be a great conversation starter. The organization invited six association partners to submit their favorite recipes that incorporate avocado, broccoli, blueberries, or pumpkin—all known as "superfoods." The recipes are accessible for free on the IMEX Web site and include the contributor's photo and a quote. The organization also hands out printed copies of the recipes in a flip-book format in its booth at trade shows as well as at events it hosts. It has also created the hashtag #IMEXRecipes to receive recipe submissions via Twitter and a dedicated Pinterest page. A spokesperson said the campaign will continue with new seasonal themes and additional recipe contributors.
Photo: Courtesy of IMEX
2. Dinner with Strangers
2. Dinner with Strangers
Since 2001, the Exhibitor Show has offered "Dinner with Strangers." The idea developed out of the recognition that many people came to the show alone and were opting to eat dinner in their hotel rooms rather than go out. Organizers make group reservations at about six restaurants for each night of the show. Sign-up sheets in the conference registration area list the restaurant name, type of food, average check, and reservation time. Attendees sign up—and then show up.
Photo: Courtesy of Exhibitor Show
3. Photo map
3. Photo map
The Exhibitor Show also invites attendees to attach their photo to a large world map to indicate where they are from. The map was first used eight years ago and participation increases each year, reaching more than 500 photos from every state and 60 countries at the 2012 conference. Photographers are stationed at the map to take instant thumbnail photos of attendees. Organizers say the map is an easy conversation-starter as attendees look for others from their area or from cities where they have lived in the past.
Photo: Courtesy of Exhibitor Show
4. Dedicated networking destinations
4. Dedicated networking destinations
When Mobile World Congress opens February 25 in Barcelona, the expected 70,000 attendees will find eight new venues created specifically to facilitate networking. The "Networking Gardens" are being created at Fira Gran Via, a large convention center that is the event's new location for 2013. To make it easy for attendees to designate a meeting place, each garden will have a name and corresponding decor, such as Mediterranean, water, wood, slate, tin, brick, glass, and greens (which has a putting area). Each one will also have a unique icon that is being used on signage in the gardens and also on print materials. The gardens are all located outside but will have partial cover in case of inclement weather. The first night of the conference, organizers will host simultaneous cocktail receptions in each garden as a way of introducing the concept to attendees.
Photo: Courtesy of G.S.M.A.
5. Pre-event social media contests
5. Pre-event social media contests
Metropolitan Events & Production created a pre-event networking campaign for the Makeup Shows in Chicago and Orlando last year. Organizers encouraged attendees to upload photos of themselves holding a sign that read "Meet Me at the Makeup Show" and their name, which could then be posted, with the event's hashtag, to Instagram, Twitter, Tumblr, and Facebook. The idea was to create a sense of community and facilitate face recognition as people stepped onto the show floor. Organizers compiled the photos and shared them on the show's social networks. For the Orlando show in November, they added a contest, selecting one participant to win a gift bag.
Photo: Courtesy of the Makeup Show Chicago
6. Social networking apps
6. Social networking apps
Nearly all attendees at trade shows and meetings are carrying some sort of mobile device. Social networking apps, such as Bizzabo and many others, allow them to use their phones and tablets to find each other and schedule meetings. Most of the apps ask users to sign in using their LinkedIn account, so the system can identify people with similar professional backgrounds and in some cases even suggest people to meet. Additional features with some apps include the ability to have private chats and to see future events for which those in attendance are registered.
Photo: Courtesy of Bizzabo
7. Photo contests
7. Photo contests
At I.B.M. Connect in January, the company created a Twitter photo contest to encourage the 5,000 attendees to interact with its "I.B.M. Champions," a group of about 75 bloggers, analysts, clients, and business partners who are active on social networks and voluntarily share their experiences with the company's products. The conference welcome packet included a yearbook-style page of photos of the I.B.M. Champions who were at the event. Attendees who took a photo with one of them and posted it to Twitter using the #IBMChamp hashtag were entered in a drawing for prizes. The Champion who had the most photos tweeted was also rewarded with a prize. Organizers met with the Champions before the conference to give them a deeper understanding of content, so they could reinforce key concepts as they interacted with attendees.
Photo: Mitra Sorrells/BizBash
8. Digital business cards
8. Digital business cards
Add some fun and efficiency to the traditional exchange of information by giving your attendees a Poken. The device attaches to a lanyard or key chain and comes in dozens of conversation-starting designs such as a panda bear, a ninja, and a bumble bee (as well as a simple black-and-white model). The device uses near-field communication, so simply tapping two together exchanges the information stored on them, such as contact information, social network profiles, documents, videos, and Web sites. After the event, users plug the Poken into their computer's USB port to see all the people and information collected. It can also sync with mobile devices using the Poken app. Planners can create incentives for people to share their information by using the product's Game Pack.
Photo: Courtesy of Poken
9. Community service activities
9. Community service activities
More than 100 attendees from the Professional Convention Management Association's Convening Leaders conference assembled hygiene kits at Clean the World in Orlando in January. The kits were later donated to a local homeless shelter. Community service projects such as this provide an opportunity for event attendees to work together toward a common goal. For large events, planners can offer a variety of service options that attendees choose from in the registration process. The host city's convention bureau or destination management companies can help to identify community organizations that need assistance. If transportation is an issue, ask about projects that can be done within the meeting space.
Photo: Courtesy of P.C.M.A.
10. Scavenger hunts
10. Scavenger hunts
Mashable hosts a two-day conference each spring at Walt Disney World. The event, for about 300 senior-level executives from digital firms, brand leaders, senior-level marketers, and entrepreneurs, ends with a social-media-based scavenger hunt. In 2012, the networking activity took place at Epcot, where teams of five attendees worked to identify things in the park based on a set of clues and then posted photos of their findings on Instagram, tagged with #Mashcon.
Photo: Michael Cummings & Dream In Pictures
Guests at 'Hendrick's Voyages Into the Unusual,' which took place in Brooklyn at Skylight One Hanson earlier this month, were promised an experience that would fall nothing short of 'odd.' Case in point: The pop-up activation for the gin brand featured characters dressed as unusual-looking owls and potted roses.
Guests at "Hendrick's Voyages Into the Unusual," which took place in Brooklyn at Skylight One Hanson earlier this month, were promised an experience that would fall nothing short of "odd." Case in point: The pop-up activation for the gin brand featured characters dressed as unusual-looking owls and potted roses.
Photo: Courtesy of FYM Productions
1. Textile Museum
1. Textile Museum

The LEED Gold-certified George Washington University Museum and Tthe Textile Museum opened in March. The museum combines its collection of textile art representing six continents and five millennia with the Albert H. Small Washingtoniana Collection of historic artifacts relating to the history of D.C. The museum has several green features including a two-year purchase agreement to procure a majority of electricity from renewable wind power. The building uses low-flow plumbing fixtures and features low-emitting paint, carpet, adhesives, coatings, and sealants. The contractor was able to divert most of the waste during demolition and construction from disposal in landfills or incineration facilities. There is bike storage for visitors and staff, while native and adaptive plant species are included in the landscape to eliminate the use of potable water for irrigation. Among the venue’s spaces is the George Hewitt Myers Multipurpose Room, which holds 143 people for receptions or 288 people when used with the lobby.

Photo: William Atkins/The George Washington University
2. Hilton Garden Inn Alexandria Old Town
2. Hilton Garden Inn Alexandria Old Town

The Hilton Garden Inn Alexandria Old Town opened in March and has applied for LEED Silver certification. Located two block from the King Street Metro station, the 109-room hotel includes 603 square feet of flexible meeting space. The space seats 50 guests banquet-style or holds 60 guests for receptions. The rooftop terrace boasts views of the Washington Monument. Its green features include water-conserving plumbing fixtures, a recycling program, and energy-efficient heating and cooling.

Photo: Steve Sanacore
3. Varnish Lane
3. Varnish Lane

In February, the new waterless mani-pedi salon Varnish Lane opened in Friendship Heights. By going waterless, the salon saves 10 to 15 gallons of water per service. The salon’s nail polishes and gel polishes are “five free,” meaning they are free of the five major chemicals present in many nail polishes. Its products are made locally and are plant-based and free of chemicals. Designed by Lauren Liess, the salon includes brass touches, ample natural light, and reclining leather chairs with iPads. The salon holds 10 people at a time for manicure and pedicure packages.

Photo: Kate Headley
4. Embassy Row Hotel
4. Embassy Row Hotel

The Embassy Row Hotel unveiled its $15 million renovation in March with 231 new guest rooms, a redesigned lobby with new restaurant Station Kitchen & Cocktails, a revamped fitness and recreation studio, and a 4,000-square-foot seasonal rooftop bar complex with a heated saltwater swimming pool. Designed by HVS Design, the Embassy Row Hotel’s new look includes nods to Washington like handmade acrylic cherry blossoms in the lobby along with silhouettes of historic D.C. figures and personalities. The hotel has nearly 5,000 square feet of indoor meeting space with seven breakout rooms, including a 2,265-square-foot ballroom that holds 333 guests for receptions; Station Kitchen & Cocktails holds 153. The hotel has made a commitment to source from small businesses within D.C., reducing the property’s carbon footprint. These businesses include Union Kitchen, Potomac Pastry, and Compass Coffee.

Photo: Greg Powers
5. Hotel Monaco Alexandria
5. Hotel Monaco Alexandria

Kimpton’s Hotel Monaco Alexandria just completed a multimillion-dollar renovation to all guest rooms, suites, hallways, and the hotel’s living-room-style lobby. Designed by David Hill of DH Design, Kimpton’s renovation includes nods to Virginia like an oversize rug featuring dogwood petals in the lobby, furniture upholstered with illustrations of the state bird, and feature walls in the guest rooms with an artistic graphic collage of flickering gas lamps the designer found around Old Town Alexandria. True to the hotel brand’s eco-friendly ethos, the redesign used low- or no-V.O.C. finishes in the guest rooms and public spaces. Instead of purchasing new lounge furniture for the guest rooms, the designers reupholstered the existing chairs and chaise sofas with pewter fabric with cardinal and dogwood print, cutting down on waste. The hotel also completed a lighting project in its public spaces, meeting and event spaces, and guest rooms that replaced regular lightbulbs with LED bulbs to reduce its carbon footprint.

Photo: Cris Molina
6. Marriott Marquis Washington, DC
6. Marriott Marquis Washington, DC

The Marriott Marquis Washington, DC, the District’s largest hotel, has more than 105,000 square feet of meeting space. Opened in May 2014, the hotel is certified LEED Silver. The property includes 83 meeting rooms, a 31,000-square-foot Marquis Ballroom, two 11,000-square-foot ballrooms, an 18,000-square-foot indoor event terrace, and a 5,200-square-foot outdoor event terrace. It is one of the largest hotels in the country to earn the LEED Silver distinction.

Photo: Courtesy of Marriott Marquis Washington, DC
7. Founding Farmers
7. Founding Farmers

Founding Farmers opened a 12,000-square-foot outpost in Tysons Corner in February that is designed to meet LEED Silver certification. The restaurant uses an in-house water filtration system and brews its own sun tea using natural sunlight; it also composts and recycles. The restaurant boasts energy-efficient lighting and kitchen equipment, and windows bring in natural light.

Photo: Fredde Lieberman
8. Even Hotel Rockville
8. Even Hotel Rockville

Rockville’s wellness-focused Even Hotel was designed with sustainability in mind. The property includes natural eucalyptus fiber bedding in the hotel rooms and signage encouraging guests to take the stairs, as well as organic cocktails and sustainably sourced fare at the property’s Cork & Kale Market. The 167-room hotel opened in July. It includes a 1,200-square-foot athletic studio with a flex meeting space for groups of as many as 24 people.

Photo: Courtesy of Even Hotel Rockville
9. True Food Kitchen
9. True Food Kitchen

Health-focused chain True Food Kitchen opened its first East Coast location at Mosaic District in Merrifield in September. Based on Dr. Andrew Weil’s anti-inflammatory diet, the restaurant offers eco-friendly bags and to-go boxes and cups. It sources organic produce and uses local vendors and produce when possible. The 142-seat restaurant includes an open kitchen and a 46-seat covered patio.

Photo: Courtesy of Fox Restaurant Concepts
10. Cambria Suites
10. Cambria Suites

Last summer, Cambria Suites opened in Shaw with 182 rooms and 1,200 square feet of meeting facilities, as well as lounge space, a courtyard with a fire pit, and a rooftop patio with a saltwater pool. The 800-square-foot Duke Ellington Room holds 70 for receptions or seats 40 classroom-style. A 400-square-foot boardroom seats 12. Anticipated to earn at least LEED Silver certification, the hotel includes energy-saving features such as rooms that can sense via motion detector if they are unoccupied, turning off lights and heat or air-conditioning. The thermostat will then quickly revert to the previous temperature as soon as guests return to the room. Shower heads are designed to save water, and urinals in the men’s rooms are water-free. There’s in-room recycling, free charging in the garage for electric cars, and high-efficiency appliances, heat pumps, kitchen equipment, and boilers.

Photo: Courtesy of Choice Hotels
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