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Meeting planning

April 30, 2018
David 1
Photo: Dan Hallman for BizBash
Checklist01
Photo: Nadia Chaudhury/BizBash
FĂŞte
Fête

Fête launched its free iOS and Android apps in September. The foundation of the app is what it calls “invitation cards.” Hosts create the card, which can include event details like time and location, or it can be used to initiate a group chat to decide where and when to hold the event. The card can be sent to anyone in the host’s contact list. Guests don’t need to have the app to participate in the chat or respond to an invitation; instead they can do it via text.

Photo: Courtesy of Fête
Evite
Evite

In December, Evite launched a comprehensive update to its iOS app. Event organizers can use the free app to choose from thousands of invitations organized by category and keyword. Hosts customize time, title, location, and host information and can also personalize invitations with photos from their camera roll. They can create the guest list from their phone’s contacts or their Evite address book. The dashboard offers real-time notifications of R.S.V.P.s, the ability to message guests about any changes, and the option to track adults and kids separately. Guests receive the invitation via email and can respond, comment to the group, or ask the host a question. Attendees can also share photos to the event’s activity feed. Evite’s Android app is expected later this year.

Photo: Courtesy of Evite
Hobnob
Hobnob

Hobnob is an iOS app that launched in March 2015. The app asks hosts to confirm their mobile number, but it does not require them to create an account or provide an email address. Hosts add the details of their event, including name, location, date, and time, and then select an invite template or upload their own design. After selecting recipients from their phone’s address book, the invitation is sent to those people as a text message with a photo of the invitation (it can also be shared via email and social media). Guests don’t need the app to R.S.V.P.; they simply reply “yes” or “no” to the message. Clicking the link in the text takes guests to the event’s Web page, which includes driving directions and a calendar integration option. Plus, hosts can use the app to chat with guests and manage ­photos. An Android version is expected soon.

Photo: Courtesy of Hobnob
Invitd
Invitd

Steve Carlton launched Invitd in July 2014 after testing text-message invitations for his daughter’s birthday party. The rate of R.S.V.P.s was so much better than any other method he had used, such as email and Facebook, that he decided others might see value in a text-message-based invitation system. The free Invitd app, available for iOS and Android, has now been used to send nearly one million invitations. Hosts create a custom invitation by entering the name, location, and time of their event and selecting contacts from their address book to receive it. Recipients get a text message addressed to them by name with a link to the event details and R.S.V.P. options; they don’t need to have the app installed to view the invitation. In addition to responding “yes” or “no,” recipients can indicate how many people will attend, and they can add a reminder to their calendar. While the app can handle an unlimited number of invitees, Carlton says he will soon release an update that will add an easier interface for planners who want to use it for large meetings and events.

Photo: Courtesy of Invitd
Red Stamp
Red Stamp

Red Stamp’s free iOS and Android apps can be used to send invitations via email or text or to post to Facebook, Instagram, or Twitter. Hosts choose from more than 2,000 designs that can be customized by changing the font and color scheme and by adding photos from their camera roll or taking photos in the app. A virtual mailbox helps hosts manage correspondence. The app also integrates with the device’s contact list so hosts can use it to order printed cards that ship directly to recipients. The app launched in 2011.

Photo: Courtesy of Red Stamp
Paperless Post
Paperless Post

Paperless Post offers all the features of its original desktop-based invitations in a free iOS app that launched in 2012. Hosts can choose from thousands of designs, including cards from Kate Spade New York and Oscar de la Renta, and they can customize invitations with photos, fonts, and colors. Guests ­receive invitations via email or in the app, if they have it installed. The app can also serve as a ­communication portal, where the host and guests can post group and private ­messages and upload photos that can include comments and tags.

Photo: Courtesy of Paperless Post
N.B.A. sponsor American Express gave fans a chance to experience its digital video Pivot activity at the N.B.A. All-Star Game in February 2015. Displayed on a 103-inch screen, the experience immersed fans in the movements of some of the league’s star players.
N.B.A. sponsor American Express gave fans a chance to experience its digital video Pivot activity at the N.B.A. All-Star Game in February 2015. Displayed on a 103-inch screen, the experience immersed fans in the movements of some of the league’s star players.
Photo: Vivien Killilea/Getty Images for American Express
Email Rsvp Herobox
Illustration: Joey Bouchard/BizBash
Attendees who signed up to participate in the conference’s pub crawl were assigned to numbered groups that visited a variety of bars on the opening night. The pub crawl activity is a tradition that began at Web Summit in Dublin.
Attendees who signed up to participate in the conference’s pub crawl were assigned to numbered groups that visited a variety of bars on the opening night. The pub crawl activity is a tradition that began at Web Summit in Dublin.
Photo: Courtesy of Collision
Organizers mounted signs outside each of the venues participating in Collision's opening night pub crawl to help participants find their way.
Organizers mounted signs outside each of the venues participating in Collision's opening night pub crawl to help participants find their way.
Photo: Courtesy of Collision
New Orleans’ Urban Earth provided an eclectic mix of furniture and decor for a lounge exclusively for speakers and investors.
New Orleans’ Urban Earth provided an eclectic mix of furniture and decor for a lounge exclusively for speakers and investors.
Photo: Courtesy of Collision
N.F.L. quarterback Brett Favre joined Brian Wilhite, founder of Sqor Sports, to discuss the social media platform that connects fans with teams and players and helps athletes manage their personal brand. Favre sits on the company’s board of directors.
N.F.L. quarterback Brett Favre joined Brian Wilhite, founder of Sqor Sports, to discuss the social media platform that connects fans with teams and players and helps athletes manage their personal brand. Favre sits on the company’s board of directors.
Photo: Courtesy of Collision
Organizers hosted a reception and dinner for the conference’s 330 speakers at the Board of Trade, a historic New Orleans venue built in 1880.
Organizers hosted a reception and dinner for the conference’s 330 speakers at the Board of Trade, a historic New Orleans venue built in 1880.
Photo: Courtesy of Collision
More than one-third of the conference attendees were women, in part due to the organizer’s “Commitment to Change” initiative, which is providing 10,000 complimentary tickets this year for women to attend one of their tech conferences: Collision, Web Summit, Rise, or Surge. At Collision, an ad hoc group of female attendees gathered to discuss women in technology.
More than one-third of the conference attendees were women, in part due to the organizer’s “Commitment to Change” initiative, which is providing 10,000 complimentary tickets this year for women to attend one of their tech conferences: Collision, Web Summit, Rise, or Surge. At Collision, an ad hoc group of female attendees gathered to discuss women in technology.
Photo: Courtesy of Collision
Producers say the tidier the load in, the more likely a crew can break down an event or meeting in a timely and efficient manner.
Producers say the tidier the load in, the more likely a crew can break down an event or meeting in a timely and efficient manner.
Photo: Bombshell Productions
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Illustration: Carolyn Bouchard for BizBash
New York
New York
The New York event was held first, on May 22 at the Sousa House—a historic brownstone in Greenwich Village. Organizers used vinyl to wrap the front door with MobileIron branding.
Photo: Jane Kratochvil
New York
New York
Intimate breakout sessions were held in various rooms of the townhouse, including the bedrooms. AFR provided furniture rentals for all three events.
Photo: Jane Kratochvil
New York
New York
One bedroom-slash-breakout room had a large tub; organizers made it feel intentional by filling it with branded rubber duckies.
Photo: Jane Kratochvil
New York
New York
Additional branding took over the rest of the multi-story home, with MobileIron logos and signage on the staircases, floors, and even the refrigerators.
Photo: Jane Kratochvil
Austin
Austin
The Austin event took place at the Lake Travis House on June 4. Screens were displayed in each room so that attendees could sit anywhere in the house to watch the keynote and other speeches.
Photo: Olivia Vale
Austin
Austin
Instead of handing out maps, organizers used lighting—in shades of blue, purple, orange, green, and red—to differentiate the rooms and direct attendees.
Photo: Olivia Vale
Austin
Austin
To match the city’s unique vibe and take advantage of the lakeside estate, organizers booked a live band to perform for attendees. The house’s garage was also transformed with string lights to give it the feel of a local club.
Photo: Olivia Vale
Los Angeles
Los Angeles
The Los Angeles edition, which took place July 7, was held at the Chantilly Estate in Bel Air. The stylish, modern mansion also featured subtle vinyl branding on the front and garage doors.
Photo: Jordan Strauss
Los Angeles
Los Angeles
Taking advantage of the Los Angeles weather—and the mansion's memorable mountain setting—the closing keynote took place around the estate’s pool.
Photo: Jordan Strauss
Los Angeles
Los Angeles
Also in the pool area, attendees could unwind with a game of mini golf.
Photo: Jordan Strauss
Los Angeles
Los Angeles
Organizers created branded pillows for each of the three events.
Photo: Jordan Strauss
Marcy Blum
Marcy Blum
Photo: Nadia Chaudhury/BizBash
'I think we were the first to book the IAC building for a wedding ceremony. In collaboration with PBD, we used the video screen for a custom-made backdrop.'
"I think we were the first to book the IAC building for a wedding ceremony. In collaboration with PBD, we used the video screen for a custom-made backdrop."
Photo: Courtesy of Marcy Blum
'If you want your staff to look elegant, the best bet is to supply their ensembles.'
"If you want your staff to look elegant, the best bet is to supply their ensembles."
Photo: Terry deRoy Gruber/Gruber Photographers
'Doughnuts have become hugely popular, so we hired the doughnut specialist from the Food Network to fry them on premises as party favors in place of the dreaded cupcake stack.'
"Doughnuts have become hugely popular, so we hired the doughnut specialist from the Food Network to fry them on premises as party favors in place of the dreaded cupcake stack."
Photo: Terry deRoy Gruber/Gruber Photographers
Cort director of marketing and product development Kevin Dana advises making sure you know how much design and space-planning assistance your vendor provides.
Cort director of marketing and product development Kevin Dana advises making sure you know how much design and space-planning assistance your vendor provides.
Photo: Richard Barnes Photography
Sarah Shewey, C.E.O. of Happily.io, kicks off a general session breakfast event in the wine cellar of Castello di Amorosa in California's Napa Valley.
Sarah Shewey, C.E.O. of Happily.io, kicks off a general session breakfast event in the wine cellar of Castello di Amorosa in California's Napa Valley.
Photo: Marla Aufmuth
The Grand Barrel Room at Castello di Amorosa was the dramatic scene for the general session.
The Grand Barrel Room at Castello di Amorosa was the dramatic scene for the general session.
Photo: Marla Aufmuth
Guests watched a screening of the documentary Desolation Center on the lawn at Sterling Vineyards lawn. Cort Furniture Rental couches turned the space into an outdoor living room. Director Stuart Swezey introduced the film, which tells the story of Swezey's effort to organize the first concerts in the Mojave Desert.
Guests watched a screening of the documentary Desolation Center on the lawn at Sterling Vineyards lawn. Cort Furniture Rental couches turned the space into an outdoor living room. Director Stuart Swezey introduced the film, which tells the story of Swezey's effort to organize the first concerts in the Mojave Desert.
Photo: Marla Aufmuth
The last Show and Tell Me What to Do program offered a way for attendees to source wisdom from the crowds, a fresh flip on the one-to-many format of talks. The session was moved from a traditional setting to the pool.
The last  Show and Tell Me What to Do program offered a way for attendees to source wisdom from the crowds, a fresh flip on the one-to-many format of talks. The session was moved from a traditional setting to the pool.
Photo: Marla Aufmuth
The 1978 tricked out Gillibus transported guests to off-premise surprise locations.
The 1978 tricked out Gillibus transported guests to off-premise surprise locations.
Photo: Marla Aufmuth
Experiential learning was one of the hallmarks of the conference. Here Daybreaker co-founder Eli Clark-Davis learns how to shuck oysters from the Osyter XO’s Rifko Meier.
Experiential learning was one of the hallmarks of the conference. Here Daybreaker co-founder Eli Clark-Davis learns how to shuck oysters from the Osyter XO’s Rifko Meier.
Photo: Marla Aufmuth
On the last night with the bonding complete, the group celebrated with shadow dancing orchestrated Daybreaker co-founder Radha Agrawai.
On the last night with the bonding complete, the group celebrated with shadow dancing orchestrated Daybreaker co-founder Radha Agrawai.
Photo: Marla Aufmuth
Guests could sip an iced latte personalized with their own image from Selffee.
Guests could sip an iced latte personalized with their own image from Selffee.
Photo: Marla Aufmuth
Watson Resized
Photo: Courtesy of Wildly Different
Hospitality is about attention to detail. Joseph Ramaglia, general manager of Culina, Modern Italian restaurant at the Four Seasons Los Angeles at Beverly Hills, says, 'The most simplistic details must not be overlooked. Corners cannot be cut.'
Hospitality is about attention to detail. Joseph Ramaglia, general manager of Culina, Modern Italian restaurant at the Four Seasons Los Angeles at Beverly Hills, says, "The most simplistic details must not be overlooked. Corners cannot be cut."
Photo: Nadia Chaudhury/BizBash
Two Bit Circus C.E.O. Brent Bushnell discussed emerging technology at the day's Event Innovation Forum.
Two Bit Circus C.E.O. Brent Bushnell discussed emerging technology at the day's Event Innovation Forum.
Photo: Haute Photography and Videography
The lectern and stage setup at the Big Bang Gala at the California Academy of Sciences in San Francisco in June 2013 allowed easy access for speakers.
The lectern and stage setup at the Big Bang Gala at the California Academy of Sciences in San Francisco in June 2013 allowed easy access for speakers.
Photo: Show Ready Photo
Mitra Tech Wordcloud Aug2017cs1
Illustration: Cornelia Stiles/BizBash
Dollarphotoclub 3
Photo: Dollar Photo Club
Checklist123 1
Splash Page1
Illustration: Robert Conway/BizBash
Carol Mcgury 061014 Raw
Photo: Courtesy of SmithBucklin
'Essence' Black Women in Hollywood Awards
'Essence' Black Women in Hollywood Awards
Every year, Essence magazine teams up with event firm AgenC to produce the Black Women in Hollywood Awards. Intended to honor and celebrate Hollywood's most impactful African-American women, the award show is always held during Oscars week and televised on OWN. For the 10th anniversary event in 2017, the heavily-female crowd could recharge and re-glam at the L'Oreal Beauty Bar. Attendees sampled the Infallible Paints collection and left messages on the adjacent mirror about "why they are magic."
Photo: Line 8 Photography. All rights reserved.
National food festival Dessert Goals cuts down on lines by using timed entry, which allows a new batch of 300 attendees to enter the event every 90 minutes. Staffers use mobile devices to check guests in while they wait in line.
National food festival Dessert Goals cuts down on lines by using timed entry, which allows a new batch of 300 attendees to enter the event every 90 minutes. Staffers use mobile devices to check guests in while they wait in line.
Photo: Pratya Jankong/Dessert Goals
Jason Dorsey at the Financial Brand Forum in Las Vegas in May 2018
Jason Dorsey at the Financial Brand Forum in Las Vegas in May 2018
Photo: David Becker
Jamie Metzl
Photo: Courtesy of Jamie Metzl
After complaints about a lack of diversity at the inaugural BookCon in 2014, organizers worked with publishers to bring in a wide range of authors and panelists for the 2015 event.
After complaints about a lack of diversity at the inaugural BookCon in 2014, organizers worked with publishers to bring in a wide range of authors and panelists for the 2015 event.
Photo: Courtesy of BookCon
022619 Checklist V5
Illustration: Sarah Edgar/Bizbash
The conference Haute Dokimazo is billed as a think tank for event pros.
The conference Haute Dokimazo is billed as a think tank for event pros.
Photo: Courtesy of Haute Dokimazo
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