Re-Cap of the 20th Alberta Health & Safety Conference
Re-Cap of the 20th Alberta Health & Safety Conference
Some of you may know, but I have been quite busy in the last few weeks as I’ve just wrapped up the 20th Alberta Health and Safety Conference. This was my seventh year planning the conference and it is always such an honor. The Alberta Health and Safety Conference is an annual event aimed at promoting workplace safety. The conference brings together health and safety professionals, employers, employees, and government representatives to share knowledge and best practices for preventing workplace injuries and illnesses. The event features keynote speakers, educational sessions, and networking opportunities, and covers topics such as safety culture, mental health, hazard assessment, and risk management. The conference also includes an exhibition (The Safety Hall) showcasing the latest products and services in health and safety. In celebration of another successful conference, I thought I’d share key tips for event planners, exhibitors, and attendees on getting the most out of your upcoming conference.
For Event Planners
I love planning for this conference in particular but that being said it still takes a tonne of manpower to get the conference planned and executed. Here are a few tips that event planners can take away from my experience planning this conference.
Tip #1: Create a Tracking Sheet
If you’ve been in the event planning industry for a while, you’re probably used to working with different vendors for different things, all of which have different deadlines. Sometimes these deadlines and tasks can be forgotten so do yourself a favor and create a tracking sheet to include:
- The task
- The due date
- Who is responsible for the delivery of the task
- The task status (I like to colour code this)
- Notes related to the task
Tip #2: Schedule Social Media Posts Ahead of Time
If you’re in charge of executing an event, social media posts may be the last thing on your mind. You have other things that are more time sensitive to worry about. What I like to do is schedule social media posts ahead of them (the crucial ones) using a scheduling tool (I like to use SmarterQueue), so you can focus on the event. In any downtime, you can snap a few photos or take a short video and post it to the event’s social media, but either way, there will not be silence on the social media channels.
For Exhibitors
One of my favorite aspects of the Alberta Health and Safety Conference is the Safety Hall which is full of all sorts of exhibitors showcasing their new cutting-edge technology, products, and services. Exhibiting at events related to your industry provides many benefits:
- Increase brand awareness
- Network with your target audience
- Showcase your products/services to the right audience
- Get in front of decision-makers
After this year’s conference, I have a few tips to share with future exhibitors for any conference!
Tip 1: Find a Unique Way to Draw People to Your Booth
There were so many fantastic exhibitors at this year’s conference, but one booth that really generated some attention was Alberta Motor Transport Association’s booth. This year they brought in a driving simulator which was not only unique from other booths but also helped demonstrate their brand proposition. When thinking about what to bring for your booth, think about your audience and what is going to drive them to come and chat with you.
Tip 2: Bring Fun Swag
Swag is a great way to get people to visit your booth which gives you the opportunity to drum up a conversation. But deciding what swag to bring can be difficult, especially if it’s your first time exhibiting at a new conference you haven’t attended before. At this year’s conference swag ranged from earphones, hand lotion, chapstick, pens, notepads, reusable bags, and more! Here are three great rules to follow when picking swag for an upcoming event:
- Will my target audience use the item?
- Can I display my organization’s branding on it?
- Can I use the swag as a talking point or to dremel up a conversation?
For Attendees
Tip #1: Take Advantage of as Much of the Conference as You Can
When you look at the event agenda, you usually pick out the sessions you want to attend, but it’s important to remember there’s so much more! Try attending sessions that normally wouldn’t interest you and you may be surprised at what you take away from it. If you weren’t anticipating checking out the trade show hall, take a look anyway. You’d be surprised at the networking opportunities and many organizations go out of their way to include a fun experience at their booth!
If you missed attending, exhibiting, or sponsoring the Alberta Health and Safety Conference this year, don’t worry the conference will return in May 2024. For more information, follow the Alberta Health and Safety Conference Social media accounts.
If you have any questions about planning your upcoming event or are looking for someone to take the load off, Planit Events Inc. is experienced in all sorts of events! Send us a message and we would be happy to chat.
8 Important Questions to Ask Your Event Planner
8 Important Questions to Ask Your Event Planner
Organizing an event can be overwhelming, but working with a professional event planner can help ease the stress and ensure that your event is a success. However, not all event planners are the same, and it’s important to ask the right questions to ensure that you’re working with the right event planner who can deliver the results you want. In today’s blog, I’m going to share eight questions you should ask potential event planners before you make the decision on which is the best fit for you and your event.
What types of events do you specialize in?
Not all event professionals are experienced in every type of event, so it’s important to ask about their areas of expertise. If you’re planning a corporate event, for example, you may want to work with an event planner who has experience in that industry and can provide references from previous clients. If you’re planning a wedding, you’ll want to work with an event planner who specializes in weddings and can offer insights and recommendations for vendors, venues, and other important aspects of the event.
How do you approach budgeting?
Budgeting is a critical part of event planning, and you’ll want to work with an event planner who is transparent about their fees and can work within your budget. Ask your event planner how they approach budgeting. Do they provide estimates for different aspects of the event? It is good practice as an event planner to offer suggestions for cost-saving measures that won’t compromise the quality of the event.
Can you provide references from previous clients?
One of the best ways to evaluate an event planner’s experience and professionalism is to ask for references from previous clients. This will give you a sense of their communication style, attention to detail, and ability to deliver results. Ask for references from clients who have hosted similar events to yours, and follow up with them to get a sense of their experience working with the event planner.
How do you handle event logistics?
Event logistics are complex and time-consuming, and it’s important to work with an event planner who has a detailed plan for managing logistics. Ask your event planner how they handle things like vendor coordination, transportation, and guest management. It is good practice to have a detailed timeline and contingency plans in place to ensure that everything runs smoothly.
How do you communicate with clients?
Clear communication is essential when working with an event planner, so it’s important to ask about their communication style and how they keep clients informed throughout the planning process. Ask your event planner how they prefer to communicate (email, phone, in-person meetings) and how often they provide updates. What is the guaranteed response time window? You should also ask whether they are available outside of regular business hours in case of emergencies.
What is your process for selecting vendors?
Vendors can make or break an event, so it’s important to work with an event planner who has a process for selecting vendors that are reliable and provide high-quality services. It is an extra bonus if your event planner has good relationships with vendors you may be interested in or that fit your event. Ask your event planner how they select vendors, what criteria they use, and whether they have established relationships with vendors in your area. A good event planner will have a list of preferred vendors that they can recommend based on your budget and preferences.
How do you handle unexpected issues on the day of the event?
Even with the best planning, unexpected issues can arise on the day of the event. Ask your event planner how they handle unexpected issues, and whether they have a contingency plan in place. You should also ask whether they have experience dealing with emergencies and whether they have insurance to cover any potential liability issues.
What is your cancellation policy?
Finally, it’s important to ask about your event planner’s cancellation policy in case unforeseen circumstances arise that prevent you from hosting the event. Make sure you understand the terms of the cancellation policy, including any fees or penalties, and whether they have a process for rescheduling the event.
Finding the right event planning professional for your event won’t happen overnight, but using the questions above will help give you a better idea of which is the best fit for your event. As always, Planit Events Inc. is always here to help. If you have any questions or would like to chat with us to see if we would be a good fit, don’t hesitate to reach out.
3 Unique Venues in Edmonton for Your Next Event
3 Unique Venues in Edmonton for Your Next Event
If you’re looking for a unique place to host your upcoming event you’re in the right place! Edmonton is a city that continues to grow and with that more venues are becoming available. In this blog, I have three different suggestions to provide however, don’t let these limit you! There are so many unique locations in Edmonton to host your event that I couldn’t possibly name them all but this blog is here to give you a starting point. Whether you’re planning a business conference, a wedding, or a social gathering, there is a venue in Edmonton that is perfect for your event.
The Art Gallery of Alberta
The Art Gallery of Alberta is an iconic Edmonton landmark, located in the heart of downtown that showcases a modern exterior and a rich history. The gallery holds a diverse collection of art from various artists and periods. The gallery offers a variety of event spaces available for rent, including the Ledcor Theatre, Manning Hall, and more!
Each of these event spaces offers unique specs. The Ledcor Theatre seats up to 150 guests and is fully equipped with a high-quality sound system, lighting, and projection capabilities, making it an ideal venue for presentations, screenings, and performances. Manning Hall offers space for up to 350 guests and is great for conferences, receptions, and banquets. The Manning Hall features the gallery’s unique architecture and will definitely leave an impression on your guests. Visit the Art Gallery of Alberta website to learn more about the different spaces and find which one is most suitable for your event.
The Muttart Conservatory
The Muttart Conservatory is a garden located in the heart of Edmonton’s river valley. The conservatory is home to four glass pyramids, each with a unique biome. The conservatory offers a number of unique rental spaces with the largest capacity accommodating 200 people.
The beautiful backdrop of plants and flowers has made the conservatory a popular venue for weddings and galas. Cafe Bloom is the in-house catering service that can provide a customized array of food for whatever event you may be hosting. To learn more about the Muttart Conservatory event rental spaces, visit their website.
The Northern Alberta Institute of Technology
Ok hear me out, I know when you first think of NAIT you think of the hustle and bustle of students shuffling to their next class, however, NAIT offers a wide variety of unique rental spaces for all sorts of events. There are numerous theaters and conference rooms, an atrium, the Glass Box, and even an outdoor patio (for the warmer months of course)! I’ve personally coordinated events at NAIT like the Alberta Health and Safety Conference last spring. The event team there was fabulous and the Productivity and Innovation Centre was the perfect fit for the event. To learn more about NAIT’s venues, visit their website.
Finding the perfect venue comes down to more than just the look and feel of the venue, as you start your event planning journey, pick a few venues that you feel will portray the right feeling to your audience for the event you’re planning. If you need expert advice or a place to start, Planit Events Inc., is here to help. Send me a message and I would be happy to help you along your event planning journey.
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My Top 3 Edmonton Event Venues
My Top 3 Edmonton Event Venues
Wow, I can’t believe we’re already a few weeks into the new year! I hope everyone enjoyed the holiday season and was able to spend some quality time with their loved ones and get a little rest and relaxation. I had a great time taking some well-deserved time off to spend quality time with my family and prepare myself for a new and busy year. So with that, I thought I’d start this year off by sharing my top three venues in Edmonton. This was a tough list to narrow down because there are so many great venues in the city.
Edmonton Convention Centre
If you follow me on Instagram, you may have seen a Follow Friday post in December about the Edmonton Convention Centre. I’ve worked with them many times in the past and trust me, I will definitely be working with them again in the future. The staff are amazing and super easy to work with and are very talented with handling special requests for any type of event. I love the Edmonton Convention Centre, not only for the services they provide but because they are so versatile! ECC is a great venue regardless of the size of the event you are hosting, whether it is a smaller business meeting, conference, tradeshow, holiday party, or even wedding! Other great factors include:
- Close to the heart of downtown
- Large space to accommodate guest lists of all sizes
- Beautiful view of the river valley
- Have experience hosting vast types of events
- Great accessibility
Edmonton Expo Centre
I’ve also done a Follow Friday post on this venue as well, the Edmonton Expo Centre. I recently planned an event there in partnership with CM Events, the Africa Day Gala. The team at the Expo Centre was so helpful and went above and beyond my expectations! Similar to the Edmonton Convention Centre, the Expo Centre is large enough to host functions like tradeshows, concerts, and corporate holiday parties, but they also cater to smaller events like meetings. The venue is located just off Wayne Gretzky drive and is close to the Edmonton downtown core, making it easily accessible from all parts of the city. Other great perks include:
- Lots of parking
- Multiple floor plans to accommodate all types of events
- Great accessibility
- Close to the LRT line
[Africa Day Gala 2022, hosted at the Edmonton Expo Centre]
Northern Alberta Institute of Technology (NAIT)
In 2022, I helped coordinate the 19th Alberta Health and Safety Conference which was hosted at NAIT in the Productivity and Innovation Centre. The building was beautiful and comfortably hosted the event. NAIT isn’t always thought of as a venue, but let me tell you, they did not disappoint. They have the ability to host various sizes of events and their event services team is a delight to work with. Great things about NAIT as a venue include:
- Lots of parking
- Great accessibility
- Equipment rental
- Ability to chose or customize the menu options
- Central location
[Alberta Health and Safety Conference 2022, hosted at NAIT’s Productivity & Innovation Centre]
It’s been such a pleasure to work with so many different venues over my career and I’m so excited to try out new ones in the future. I, unfortunately, couldn’t list all of the amazing venues I’ve used in my past but if you need help finding the right venue for your event, send me a message and I’d be happy to learn about your event and recommend the right venue.
2022 Re-Cap of Edmonton Event Trends and What to Expect in 2023
2022 Re-Cap of Edmonton Event Trends and What to Expect in 2023
I can’t believe another year has flown by! It’s been an incredible year getting back to in-person events and to say I’ve been busy would be a complete understatement. The 2022 events year was so unique to any other year. So let’s take a deeper dive into this last year in the events world and reflect on some of the trends I’ve noticed and what we can expect moving into the new year.
Return of In-Person Events (Hybrid Events still a focus)
I can’t tell you how amazing it was getting back to in-person events, after what felt like an eternity. It was fabulous to see so many familiar faces and make new connections. One of the most notable trends of 2022, was although we got back to in-person events, online events did not decrease. In fact, many events have pivoted to a hybrid model, accommodating those who want to attend in person and those who wish to attend virtually; the best of both worlds! With that, there has been an increased budget for online event software to help accommodate and deliver a seamless virtual event.
Hybrid events have become popular over the last few years due to a few key reasons:
- Attending virtually allows flexibility in busy schedules
- Ability to watch recorded sessions after
- Attending virtually eliminates all travel costs
- Virtual tickets are usually discounted
Moving into the new year, if you think that your event may perform well as a hybrid event I encourage you to test it out! Keep in mind that hosting a hybrid event does take more planning as essentially you are planning two events in one day.
For tips on hosting a hybrid event, check out my blog.
Events for Brand Awareness
Many organizations, especially post-pandemic, are seeing that hosting or sponsoring events can generate great brand awareness. Whether it is an online, hybrid, or an in-person event, these can create a buzz around your organization and provide many benefits. Some of these events consist of educational workshops, webinars, networking events, fundraisers and so much more!
If you’re thinking of hosting a networking event in the new year, check out my blog!
Data Collection
Data, data, data! I’m sure you keep hearing the word data over and over again, but it’s for a good reason! Data can help you fine-tune your events so well that you are giving your audience and attendees the exact content/event they are looking to attend. Data collection is being focused on in many industries and in the events industry, it can be just as beneficial. So how has data been collected? Through registration portals, surveys, questionnaires, and interviews. Moving into the new year, consider reviewing your data collection methods and ensure that they are sufficient and responsible.
Focus on Recovering/Pivoting from the Pandemic
As we began to recover from the effects of the pandemic in 2022, many events focused on recovering and pivoting from the pandemic. This was very beneficial to attendees as it brought in expert advice and industry opinions to help other similar businesses find a way for themselves to transition into the new phase. An example of this is an event I help organize yearly, the Alberta Health and Safety Conference. The 2022 theme was Preparing for the Unexpected: Lessons Learned. Professionals gathered from all across Alberta to meet and discuss the theme among themselves and learn from industry experts and trends.
Eco-Friendly Options
This trend isn’t just apparent in the events industry, but it is being seen across many. Moving towards eco-friendly options has been a trend that is gaining more traction each year and will continue to do so. Moving forward into the new year, brainstorm where you may be able to incorporate a few eco-friendly options. Some examples may include using less disposable plastics, using biodegradable or reusable cutlery, using recyclable materials, providing shuttle services, or choosing a green venue. There are lots of different ways to start incorporating these options, you will just need to decide what is right for your event and guests.
Stronger Focus on Health and Safety
The pandemic brought in many new trends, one of which was placing a stronger focus on health and safety with in-person events. Some of the key takeaways include:
- Contactless check-in
- Health reminders
- Sanitization stations
I don’t predict that these new standards will disappear so if you aren’t already doing it, review your current health and safety standards for your event and see where improvements can be made.
So what can you do to prepare for the upcoming year of events?
- Decide if your event can be converted to a hybrid event. Is it worth it for your organization to pivot toward the trend?
- If you aren’t hosting events yet, consider if it’s time to start to help generate brand awareness.
- Ensure that you are collecting data effectively and responsibly.
- Can eco-friendly options be implemented into your upcoming events?
- Review your health and safety policy to see where improvements can be made.
Events aren’t always easy and sometimes trying new ideas can be a bit daunting. Planit Events Inc. is well-rehearsed and can offer you advice, recommendations, or even plan the entirety of your event to ensure that it runs as smoothly as possible and your guests are ecstatic. Contact us to learn more, or check out our Corporate Event Planning and Trade Show page!
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3 Great Ways to Find Sponsors for Your Event
3 Great Ways to Find Sponsors for Your Event
What is an event sponsor? An event sponsor is a company, organization, or individual who supports an event usually by providing funds. In exchange for providing funds, the sponsor expects a return in value. This value can come from brand exposure, speaking opportunities, special mentions, discounted tickets, or data after the show. I wanted to start this blog by defining what an event sponsor is and what they expect in return as it will really help explain how you can find sponsors for your upcoming event. In today’s blog, I will share three ways to help you find sponsors for your event!
Provide Value
Ok, I know this one is obvious, but I can’t emphasize how important it is to provide value to your event sponsors. This is especially important if you have a recurring event (i.e. yearly tradeshow). If you want your sponsors to return, or even sign up in the first place you must guarantee them some sort of value that is equivalent to the monetary amount they are providing. So let’s talk a little more in-depth about the kind of value that you can provide to your sponsors and some examples of them!
Brand Exposure/Special Mentions
Brand exposure is usually one of the key reasons a company or organization chooses to sponsor an event. When done properly, sponsors can gain great brand exposure! So how do YOU go about providing it? Check out the list of examples:
- Sponsorship profile on the event website which showcases the company/organization logo, links to their website and social channels, provides an overview as to what they do, and/or provides a link to chat directly with a member of their team.
- Logo displayed on all event branding materials including brochures, website, presentations, and any other print information.
- Social media shoutouts (don’t forget to tag the company).
Speaking Opportunities
Speaking opportunities are usually included in high-level sponsorship packages (continue reading below to learn about sponsorship tiers). As the event organizer, you can choose the topic that you would like discussed or you can allow sponsors to submit abstracts that you approve prior to the event. Do you have an event theme? Think about asking your sponsor to speak on the topic.
Discounted Tickets
I think this one is a bit self-explanatory but providing your sponsor with discounted tickets for team members is a great incentive. This may not hold strong enough value on its own, but paired with another tactic can be a great bonus! Consider including a few free registrations as well!
Data
Depending on your event and your potential sponsor, some sponsors find great value in the market data that you collect from your event. This is usually data pertaining to your attendees which might include:
- Company Industry
- Company Size
- Company Location
- Job Title
Provide Different Sponsorship Tiers
Providing different sponsorship tiers with different levels of value are a great way of attracting various types and sizes of sponsors. Say your gold level sponsorship comes with substantial value, it may also come with a higher cost which some organizations may not be able to budget. In other cases, some organizations prefer to test the lower tiers first as a “trial-run” before they invest more in the coming years to ensure that your event provides enough value and is the right fit for them. Common sponsorship levels are gold, silver, and bronze. Depending on the packages you want to offer, you can choose more or fewer levels. Ensure that you are providing enough value for the sum of money you are asking for each sponsorship tier.
Find Your Prospects
Don’t leave it up for companies and organizations to find you! Go out there and get your event’s name and value out there! Especially if your event is newer and does not have a solid reputation in the industry yet, it’s important for you to approach prospective sponsors and pitch your sponsorship packages to them. Perhaps providing incentives like early bird pricing can help entice some.
I have two additional pieces of advice for you, one, start early, and two, listen to your sponsors. It’s so important to get feedback from your sponsors at the end of an event to learn about where they found value and which areas lacked so that you can improve for the next year. This will guarantee returning sponsors and larger organizations sponsoring in future years. If you have any questions or need some advice on your upcoming event please reach out to us! We have years of expertise in the corporate events world and we would love to help you create your unique and successful event!