Planners interact with dozens of people—vendors, speakers, sponsors, and others—in the months leading up to an event. Refresh is a Web and mobile app that provides background information on people before a meeting to facilitate better engagement. Users link their calendars to the app and then the system searches public information from more than 100 sources around the Web, including Twitter, LinkedIn, Facebook, Yelp, and Instagram, about people they will be meeting. Users receive insights such as shared interests, work history, and recent blog posts. The system can also be used to store notes about people after a meeting.
Sponseasy allows planners to create professional sponsorship proposals in minutes. Organizers input information about the event, demographic information about the audience, and the various options for sponsorships. The look of the proposal can also be customized with pictures, colors, and effects. Planners distribute the proposal to potential sponsors by sharing a link. During the campaign, planners can track activity through the system’s online dashboard. In July the company announced a partnership with Eventbrite to allow them to import their event information. The system is currently free to use in beta.
Zkipster is an app to manage check-in at non-ticketed events. In 2014 the company added several optional tools. Zface creates a photo-based guest list by searching the Internet for each guest name and pulling as many as 10 photo suggestions. Planners also can manually upload photos. The pictures are stored in a secure Zkipster account so they can be accessed for future events. Zsocial allows hosts to identify and connect with social media influencers at their event by integrating Twitter and Instagram handles into the guest list. As guests check in, the system can send them an automated welcome message that provides the event hashtag. After the event, Zsocial allows hosts to monitor and pull reports on social media interactions regarding their event. Zprint provides instant printing of name tags by connecting the app to a wireless printer.
Google Chromebox for Meetings is a videoconferencing system based on Google Hangout technology. Hardware includes a Chromebox unit from either Asus, HP, or Dell, a high-definition camera, a combined microphone and speaker unit, and a remote control. As many as 15 participants can join the video meeting from other conference rooms or their laptops, tablets, or smartphones. One click of the remote starts the meeting without the need for access codes. The system is integrated with Google Apps, so invitations can be sent directly through Google Calendar. The system starts at $999.
Loopd is a system that uses Bluetooth low-energy beacons to provide a variety of location-tracking tools for planners and attendees. Beacons placed around the event communicate with chips the attendees wear on a lanyard. As guests visit exhibitor booths, attend education sessions, and meet other attendees, the system tracks those movements and saves the information. At any time, guests can log into the Loopd app to see a history of those interactions, as well as receive marketing materials from exhibitors they visited. Booth staff also receive traffic information and can follow up with attendees. For networking, users can tap their badges together to share their contact information; otherwise, the system will automatically collect data when two people are standing near each other for a predetermined amount of time. Planners receive real-time information about traffic flow and also data regarding retention, engagement, dwell time, and amount of connections made for attendees and exhibitors. The company plans to release an update in February.
Crowd Mics turns guests’ smartphones and tablets into wireless microphones, so they can be heard over the sound system in a meeting room or auditorium. Guests download the Crowd Mics app and enter a code to join the event. When they want to ask a question or make a comment, they tap their phones, and the presenter will see a list of people requesting to speak in the order they came online. The presenter can enable an individual microphone, mute a microphone, or put the system in “open mic” mode so anyone can comment. Audience members can also submit text comments to the presenter through the Crowd Mics app, and the system offers polling functions.
Lightwave has created sensor-equipped wristbands that measure the wearer’s biometric data, such as movement and body temperature. The technology debuted at a Pepsi-sponsored music event at South by Southwest in March. The data is transmitted wirelessly to the Lightwave system, which allows organizers to make adjustments in real-time. “For example, we thought the lighting and projections would be very engaging, but actually the environment was too bright. So when we noticed the accelerometer readings were not where we wanted them to be, we dimmed the lights and suddenly people started dancing more,” said Rana June, Lightwave founder and C.E.O. After an event, Lightwave provides data such as which moments got the most reaction from attendees or those that caused a lull in the room. Hosts also can choose to send guests their personal data to share on social networks.
Highfive is new video conferencing system from two former Google engineers. For $799, users get a sleek device that can sit on top of a television or mount to a wall and includes a video camera, microphone array, and HDMI and Ethernet connections to connect to the Highfive online system. Users initiate a video call through the system’s app or browser and send the URL to as many as 10 other participants. Using Bluetooth low energy, the system recognizes if participants are in a room with a Highfive device and then, by swiping across their smartphone screen, the video transfers to the television in the room—without cables. The system also automatically displays video of the person talking.
On Location Engagements is a location-based content delivery system for events. Beacons placed throughout a venue “wake up” smartphone screens when attendees are within a designated range, which can be anywhere from 5 to 30 feet. Planners determine what content is transmitted by each beacon, such as maps, videos, surveys, product information, or sponsor materials. Planners also can turn certain beacons on or off to guide an attendee through an event based on that person's job title, marketing objectives, or other goals. Attendees can create their own tour based on what interests them most by entering key words. When a tour is selected, only the beaconed zones associated with that tour would appear on the map. After the event, planners receive data such interactions per beacon, length of stay at each beacon, and traffic patterns at the venue.
Catchbox is a wireless microphone to pass—or even throw—among speakers or audience members. The device consists of a microphone capsule secured with a magnet inside a soft, colorful cube. Catchbox communicates with an included receiver that can be connected to any sound system. To avoid unwanted noises, internal sensors mute the microphone when the cube is in motion. The company has two products: Catchbox 2.4 for groups of as many as 100 people no more than 100 feet apart and Cathbox Pro for an unlimited number of people within a range of 1,000 feet.
Speecheo is a new online tool for presentations designed to make it easy for audience members to take notes and also reveal to speakers and planners the most popular parts of their presentations. Attendees can view presentation slides and materials on their mobile devices and take notes alongside them. They can also capture audio and create bookmarks, so after the presentation they can review specific parts and share them on social media. Speakers and planners receive detailed analytics regarding which parts of the presentation were the most captured and shared. The system is currently in beta testing. The company expects to launch the public version in January.
On December 4, the AIDS Foundation of Chicago hosted its 13th annual "World of Chocolate" gala at Union Station. One photo activation, called "Take an Elfie," encouraged guests to posed with a costumed character inspired by the Elf on the Shelf books and dolls.
On December 13, actress and director Bryce Howard hosted a festive Canon promotion at Hollywood & Highland in Los Angeles. Guests used borrowed Canon cameras to snap photos of the activation, which included a 30-foot, three-story snow globe.
On December 4, the Chicago Botanic Garden hosted its "All Aboard" fund-raiser. After viewing the garden's elaborate, indoor miniature train set, guests had dinner in one of three dining rooms decorated by Event Creative. One room, with a "Frozen Radiance" theme, used glossy all-white furniture and frosty blue lighting to create an icy look.
On December 10, Tumblr hosted its “Year in Review” bash at New York's Brooklyn Night Bazaar. Produced by NVE: The Experience Agency, the event had a 10- by 10-foot ball pit that producers installed in front of a wall bearing the event's hashtag. Guests jumped into—and posed for photos in—the nostalgic activation, which was filled with 18,000 multicolored balls.
Guests received tags on the way into Old Navy's holiday event, which was held on December 6 at Fig & Olive in Los Angeles. Guests could write their address on a tag, tie it to one of the cut trees in the party space, and have the tree delivered to their home following the event.
Caravents hosted its #CocktailsWithCaravents party, benefiting Dress for Success, at Mr C. in Beverly Hills. Through guests’ donations, the December 1 event collected more than 250 pieces of clothing, accessories, and beauty products to donate to the charity. Over the course of the evening, the team added the items to what began as an empty closet display.
On December 9, PR firm BWR hosted its in-office holiday preview. At the event, Starring Fragrances set up a make-your-own bath salts bar with holiday-appropriate ingredients that followed the red and white theme.
Television network Ion recently created a custom truck that served up wraps for breakfast, lunch, and dinner to consumers in New York. While waiting for their food, guests could preview this season’s five original holiday movies on the side of the vehicle and snap a quick photo with one of the stars. The activation was produced by the Michael Alan Group.
Looking for fresh catering ideas for 2015? Billed as Boston’s first macaron truck, Cameo Macaron is a pale pink vehicle decked with Paris-inspired images. Serving the delicate treats in flavors such as Rose Petal and Island Coconut, owner Kinesha Elizabeth Goldson rents out the truck for private functions. She also works with local event firm Behind the Design to create custom dessert tables for weddings and events.
Chicago rental company Shadow Box Dreams specializes in vintage furnishings. Owner Elaine Juriduco stocks pieces from all eras, focusing on French and provincial furniture such as sofas, settees, tables, and chairs. She also offers accent pieces such as old suitcases and vintage gumball machines. Juriduco previously focused on weddings, but she now provides services for meetings and events.
