Creating an event to empower businesses to grow through doing good

The event, which will be held on Tuesday 23 May at INNSiDE by Meliá Newcastle, will bring together North of Tyne and wider North East businesses community to discuss how growth can be fueled by doing good and share best practice, linked to the Good Work Pledge project which already has almost 100 businesses signed up to be part of the scheme (including ourselves).

Good to Grow is a free, face-to-face, offline seminar which will see over 150 delegates from the North East business community coming together to discuss the importance of sustainable, ‘good’ growth and the challenges and opportunities that it gives businesses in the region. Guests will be joined by keynote speaker, writer, film-maker and doer Big Ian Donaghy, alongside an address from North of Tyne Combined Authority and speakers from regional businesses discussing the impact they have achieved and how they have approached good work practices.

Driving the growth and resilience of North East business is a topic that is close to our hearts here at BeaconHouse Events and we are working towards our application to be a Good Work Place Employer, so were honoured to be selected to support the team at the NECA to bring this event to life.

We spoke to Caroline Preston, who leads the Good Work Pledge project for the North of Tyne Combined Authority, on why this event is so important to the North East in 2023 and how working with BeaconHouse Events has taken it to the next level.

Caroline said: “The work place has changed and sustainable growth now needs to be a top agenda item. This event is a way for businesses to discuss how we can pull together as a community and encourage good practice as a means to grow, retain staff and attract the next generation of talent to our North East businesses.

“The North East currently has the highest rate of child poverty in the UK at 38% and 75% of families that fall within that figure have at least one person working. We need to act now as a business community to make work better for everyone. We have an amazing spirit here in the North East and many businesses are working hard to make sure their employees are happy, healthy, and well rewarded but we need to do more. Poor employment can have a really detrimental effect on our communities, these jobs are low paid, often unreliable  and offer zero or minimal additional benefits. Worse still these low paid jobs are often done by the very people who keep us supplied with food, who look after our loved ones and keep us moving.

“While there are many factors that affect this, businesses do have a part to play when to comes to offering opportunities to progress, flexible working so families can juggle childcare or other responsibilities, promoting health and wellbeing and proving security for their people wherever possible.

“A lot of our sectors are still suffering from a skills shortage, and this is a proactive and actionable way of addressing this as a region. Research shows that when businesses invest in their people, employees are more loyal and perform better in their roles, giving you space and resource to grow your business in a sustainable way.

“It’s customers too that are looking for something more these days, as are the next generation that are entering the workforce. They actively want to support companies who are supporting the people who live and work in the region and businesses can no longer ignore this. There are already businesses doing amazing things here in the North East and this event will be a catalyst for new conversations and connections to help everyone learn from each other in a really practical and inspirational way. We’ve always come together as a region in the past, and it is time to do it again, let’s aim a little higher, harness the skills in our network and get this moving.”

“We wanted this event to inspire and motivate people to make change within their organisations, and we chose to work with BeaconHouse Events to really make sure that the event had the right balance and impact that it deserved. It was important to us that the speakers were inclusive, diverse and had a new and interesting perspective on the problem and the team at BeaconHouse have gone above and beyond to ensure that they are representative of the wide range of businesses that will be in attendance.”

Choosing a keynote speaker who encapsulated the vision and the values behind the event was really important to us as we strategised how the event would look and feel on the day. We finally found the perfect choice, Big Ian Donaghy. Ian works tirelessly to raise dementia awareness and combat loneliness, always focusing on the individual drawing on his experience of 20 years teaching young people with learning difficulties, and nearly 10 years in the world of care. Ian will be discussing his book ‘A Pocketful of Kindness’ which discusses the power of kindness and the idea that nobody ever changed anything by doing nothing.

Caroline continued, “Alongside the managing the speakers, Sarah, Katie and the team have been hugely helpful when it comes to logistics, planning, venue and have brought their years of expertise to the fore with advice and guidance in making this event really flow. While I have worked on large scale events in the past, they have used their industry knowledge to become critical friends through the whole process and to support me with additional resource and advice.

“There is a reason they are so successful as an organisaton, their attention to detail and knowledge of the corporate events space is second to none. The team have experience in event management in a wide range of sectors and I really valued that insight into what works, trends and themes in the industry and how to create an event that people will still talk about after they leave.

“I can’t wait to have BeaconHouse Events as a member of the Good Work Pledge and want to say thank you for making the event planning process so smooth and pain-free. See you on the 23rd!”

The Good Work Pledge scheme was launched in 2021 to make poor employment a thing of the past, and Good Work the norm. As part of the scheme businesses are awarded a level of the pledge, helping to build a ‘community of good work’, where members will have access to learning, networking opportunities and support in the pursuit of good work and sustainability. The pledge includes five pillars of best practice; promoting health and well-being, developing a balanced workforce, valuing and rewarding your workforce, effective communication and representation and demonstrating a social responsibility.

Tickets to the event are free, register at https://www.eventbrite.co.uk/e/good-to-grow-tickets-559593488187

Our Top 3 Zero-Waste Suppliers for Events

As a business we are committed to ensuring sustainability is a key component of any event planning we do. We endeavour to reduce, reuse, and recycle whenever we can. Over the years we have made small changes that have big impact at scale, from re-fill water stations to only printing the essentials, but we continue to strive to be better and challenge the whole supply chain of our events, keeping waste to the absolute minimum.

Here we share our top 3 suppliers who are supporting our sustainable journey, driving positive change and offering innovative zero waste alternatives.

Sustainable Event Power

What are events without the sound and lights, well…INGRAM AV, is an audio-visual equipment supplier on a mission to make event power more sustainable. INGRAM have designed and built in-house a portable power station. The power station can generate its own energy using built-in solar panels. This piece of kit helps to keep emissions down to an absolute minimum. Every detail is considered with Ingram, even down to the electric vehicles used to bring equipment onsite!

Earth Friendly Paper

With smartphones and event apps a paperless event is now a reality, however if some print is needed, we look to seed paper or other biodegradable alternatives. Little Green Paper Shop, based in Cheshire have a large selection of eco-friendly paper alternatives. They have every SWAG item you need for your event; name tags, coasters, stickers, bookmarks, wristbands and pens, all biodegradable, made from seed paper. When the product has reached its end use after an event, instead of going to landfill, its purpose is to give back to the earth, to be planted and grow beautiful flowers. Their newest Eco Cotton range is made from waste from the textile industry – from old t-shirts, socks, dresses and jeans. We are seeing more and more eco-friendly paper alternatives popping up and these new exciting materials will be a great addition and marketing story for any event.

Feed a Friend

We are extremely waste-conscious when it comes to food at our events, we work with our clients to limit the amount of food waste, however, sometimes we find ourselves with some spare lunches. A charity close to our hearts is People’s Kitchen, they support homeless and vulnerable people in the Newcastle area, providing them with a sustaining meal for free. If you would like to get involved, you can donate to their Feed a Friend for a Fiver campaign.

BeaconHouse Events are proud to be taking charge and making events sustainable and we’re always on the lookout for sustainable suppliers, charities and initiatives within the UK to work with. If this sounds like you, we’d love to hear from you. Get in touch via info@beaconhouse-events.co.uk or call +44 (0)191 691 3456.

How to give everyone space to engage and be heard

Neurodivergence has nothing to do with intelligence levels and while it can bring specific challenges in certain environments it also brings unique and valuable strengths to business. Approximately 25% of CEOs are dyslexic in the UK, with creativity and big picture thinking being likely key factors in the extraordinary link between dyslexia and entrepreneurship. Yet still the working world is created for neurotypical employees by default.

So, what does neurodiversity mean? The most typically occurring conditions are:

  • Dyslexia (a general term for disorders that involve difficulty in learning to read or interpret words)
  • Dyspraxia (a disorder which affects movement and coordination)
  • Autism or Asperger’s syndrome (which generally involves social or communication difficulties and often presents in repetitive behaviours)
  • ADHD (can involve difficulty paying attention, hyperactivity and impulsive behaviour)

Taking steps to create a neuro-inclusive event means that every voice in the room has the opportunity to contribute, leading to more meaningful interactions, better conversations and increased engagement both inside and outside of your organisation. In-person events by nature aren’t always accessible for everyone, but by being mindful of different needs from the outset, your experience can be as open as possible.

 

1 Have conversations

Over 15% of the UK is neurodivergent so you don’t need to guess at how to make your events more inclusive, just ask! Speak to people who live with neurodiversity and understand where adjustments can be made to create more inclusive spaces and increase the number of people who feel happy and confident to attend your event. Take the approach of ‘not about us, without us’ and have honest conversations with people with lived experience to ensure that your efforts are really what they need and want, rather than just ticking a box.

 

2 Communicate clearly

Sending out comms on what to expect when onsite, routes of travel, food and catering information and schedules well in advance can help people plan and prepare, making it much more likely that they will sign up and attend. Likewise, if you’re taking specific measures to make neurodivergent people feel comfortable, talk about it ahead of time – your guests might not be comfortable being open about their needs or asking for adjustments but knowing in advance that you have considered different options can break down barriers to attendance, as well as raising awareness and understanding to other attendees.

 

3 Be detail orientated

Create a plainly-worded pack of information that can be picked up at reception or downloaded answering frequently asked questions to ease anxiety. Alongside the general information that all guests would find helpful, answer things like – if and how you can ask questions during the day, clear floorplans and information about the venue with maps / pictures and how to speak to staff if you have an issue.

Make sure your onsite team are trained to fully understand the needs of people onsite and are aware of any questions. Communicate with guests that you are there to support them in a non-judgemental and positive way.

 

4 Curate your environment

Think about the environment as a whole and what it will be like to spend time in that environment. Avoid smelly food (which can cause overstimulation), turn down or remove bright lights and create a pleasant temperature which doesn’t fluctuate between hot and cold. If guests have to move between locations, especially between inside and outside, remember to communicate any clothing or footwear requirements so everyone can plan accordingly.

 

5 Create quiet spaces

The hustle and bustle of busy events can be overwhelming but by creating a quiet space, and clearly communicating the purpose of that space, you can carve out a safe space to escape. This space should be for everyone to make the most of, but take steps to help guests understand that it is a sanctuary away from the event activities and not a place for meetings or phone calls. Curate your space to have low or dim lighting, no noise or distractions, lots of space to spread out and place it away from catering so there are no strong smells.

 

6 Inclusive giveaways

When you are planning your branded event goodie bags and giveaways, consider gifts that will be helpful to neurodivergent guests on the day. This could be noise-cancelling earplugs to combat background noise and loud areas, fidget toys to reduce anxiety or sunglasses to dull bright, overpowering lighting. Badges could also be given away when guests arrive to show whether they are open to social interactions, like handshakes, or not.

 

7 Use technology

Hybrid experiences are a fantastic way of engaging with a wide range of audiences who are not able to physically be there in person. However, if a fully hybrid option isn’t possible, consider a breakout space with pods and headphones where guests can listen to keynote speakers without having to sit in a busy conference hall where there often isn’t a lot of personal space.

 

8 Ask for feedback

Always follow up after the event to learn what worked and understand any other ways that you could adjust for future events. Give people the opportunity to feed back on the day and get in touch with an anonymous questionnaire afterwards to hear thoughts from attendees.

 

For more information on making space for neurodiversity at your events or to speak to the team about your 2023 goals email info@beaconhouse-events.co.uk or call +44 (0)191 691 3456.

 

 

Why hybrid events are on the rise and how to manage them in 2023

That’s not just our opinion according to new research in the industry. Pre-pandemic, hybrid or virtual gatherings made up only 19% of events world-wide but now 60% of event planners and businesses say they will continue to host events in this way in 2023 and beyond. So, why are hybrid experiences sticking around?

Technology and internet connectivity means that it is easier than ever to have meaningful conversations with people from across the country, and even the globe, without the need for costly, carbon emitting travel. When it comes to inclusivity, hybrid events also mean you can have more voices in the room. Attendees with additional needs or people who are neurodivergent now have more options to get involved, increasing the opportunity for diverse and varied thinking and connection in your business.

While a hybrid event opens the doors for more people to take part, there are some important points to consider before you decide to jump head first into hybrid event planning…

1 In person vs online experiences are different – and that’s ok.

Taking part in an experience online or in-person both have their pros and cons, but it’s important to remember that they are very different at their core. Trying to create a ‘one size fits most’ solution will leave all attendees feeling a little underwhelmed, so play to the strengths of each option to make sure everyone gets the best value from taking part. Try to align how you would like people to think, feel and react; just like you’d choose different venues for different audiences and event types, the platform and tech you use must be a good fit for what you are trying to achieve.

 

2 Get people talking

Try not to keep your in-person and online attendees separate. Build in points where they can interact with each other and the speakers. Consider whether you would like this to be in real time and if your on and off-line audiences can mingle in the allocated networking slots. Make sure you brief your speakers so they keep virtual audiences in mind and make them feel included; online polls and Q&As give both in-person and virtual attendees the same opportunity to interact with speakers and contribute.

 

3 Deliver the goods

A special delivery to remote delegates shows that you’re still thinking about them on the day and adds a little ‘extra’ to the experience. This could be a parcel of the merchandise they would have been gifted at the offline event, tasty snacks to enjoy during the event or even a voucher for a coffee. Not only does it show that you’ve considered the needs of your online attendees, you’re also increasing the chances of social media interaction from your guests as people share snaps of their special delivery.

 

4 Balance the budget

Don’t fall into the trap of thinking that holding a hybrid event is the cheaper option. Make sure you budget accordingly to avoid any nasty surprises. Having less attendees on site doesn’t necessarily mean that you’ll save money, any budget which may have been spent on catering or venue hire will be replaced by the cost of high quality video capture and streaming platforms to ensure online guests get a quality experience.

 

5 www…(Welcome, Welcome, Welcome)

A warm welcome is one of the most memorable parts of an attendee’s event experience and this can often be overlooked if you’re joining online. Allocate a team of ‘online community managers’ to warmly welcome your online attendees and deal with any customer service queries during the event. This way, both sets of guests come away feeling looked after, happy and understood.

 

6 Test life is the best life

You might have the best speakers and content in the business, but if your tech fails then your remote audiences are going to be left twiddling their thumbs (and you’ll definitely hear about it). Make sure you test, test and test again when it comes to joining experiences, sound, break-out spaces and video sharing. Speak to the venue well-in advance about their connectivity speeds on-site and have a contingency plan in place for potential last minute signal, software or hardware issues.

 

7 Consider your sponsors

In-person and online experiences can offer different opportunities for event sponsors and it’s good to have these conversations early to manage expectations. Particular points of interest include, the number of attendees that will be there in person and what that means for your sponsors’ marketing materials and investment. Alongside opportunities at the venue, you could also consider sponsorship of digital backdrops behind the speakers, logos that can be seen on screen (for example, ‘lower thirds’ graphics, animations and coffee mugs) or include sponsor details in digital information packs.

For more information on hybrid events or to speak to the team about your 2023 hybrid goals email info@beaconhouse-events.co.uk or call +44 (0)191 691 3456.

Nine details to nail at your corporate events in 2023

Not the case.

The team at BeaconHouse Events have decades of experience in creating meaningful corporate events. From sustainability to accessibility, the power of tech and getting people talking. Here’s a compilation of the top things to focus on to make sure your event delivers real value in 2023 (and there isn’t a beige buffet in sight).

1 Understand what your audience (and you) actually want

One size doesn’t fit all when it comes to events and it’s important to take a step back before leaping into decision making. Consider what you are really trying to achieve by bringing people together – are you looking to inspire your team, create new ideas or connect like-minded people? This all affects the look and feel of the experience and how your event plays out. Likewise, if your audience are looking to network and re-connect, make sure you build in time for great conversation rather than having speakers back to back. Do your research in advance and everyone should come away feeling like they have had the space to get what they need from the experience.

 

2 Treat your guests like VIPs before they walk through the door

Your event starts long before the delegates arrive on-site. Spend time creating an enjoyable user experience from the moment they visit the website through to the booking system, welcome emails and how to find the venue meaning your guests will arrive in a much more relaxed and positive frame of mind. Remember, delegates don’t evaporate once the event is over either, make sure you have a solid plan to follow up and keep them engaged in the experience once the event has ended.

 

3 A warm welcome

Make sure everyone has a warm, friendly welcome on arrival and be prepared to listen and solve any problems or questions that might rear their head. Arm yourself and your team with answers to FAQs (Do I have to pay for parking? What time does the keynote start? Is there a gluten free option?) as well as local information such as local cafes with wifi, restaurants or amenities. The welcome station is a great time to mention future events and give key sponsors a shout-out too!

 

4 Creative talking points

Beat the awkward small talk by creating little surprises to get people talking as they navigate the venue. At BeaconHouse Events we’ve employed everything from Geordie signage to jukebox requests performed by a live pianist and photo opportunities to make people smile. By giving your guests little moments of wonder, it will give them things to chat about with other delegates, tell their colleagues back at the office and maybe even share on their social channels.

 

5 Work with suppliers you trust

Find caterers, AV suppliers, room dressers and corporate events experts who are the best in the business and who you trust will deliver on their promises. Working with the right partners will allow you to focus on the content of the event and frees you up to manage the other parts of your role that don’t just disappear when there is an event on the horizon. Don’t be sucked in by a low price, look at who will deliver quality services that your guests will remember.

 

6 Innovative or themed catering

At BeaconHouse Events we’re on a mission to ban beige buffets! It’s difficult to be creative and retain information with a rumbling stomach or over a soggy egg sandwich. Treating your guests to an interesting, tasty menu can create more energy, better engagement and higher retention of information. Plus, guests will talk about the food if it is good, but they’ll talk about it much more if it is poor.

 

7 Get tech to do the hard work

Investing in great tech can make your event as easy as possible, giving you more headspace to concentrate on real human connection. Look into digital registration so there are no queues on arrival, get your website or event app up to date with all of the relevant information guests will need beforehand, set up a what3words location for your event space and a # for any networking groups or for delegates to share thoughts and content from the main event on social media.

You’re here live, you’re not a cat! We all remember the tech fails of the pandemic so whether your event is IRL, digital or hybrid – make sure you test, test and test again so everyone is comfortable with how the platforms work. The best events can be knocked off course by shaky tech and everyone will feel much more comfortable on the day. Bring in a great tech team who really know their stuff; it all adds to smooth and professional delivery.

 

8 Obvious and actionable sustainability choices

Sustainability must be at the heart of your event strategy in 2023 and it becomes pretty obvious when it is an afterthought.

Make sure your guests are aware of the ways that you are contributing to low-carbon goals with clear signage and notifications on the lead up to the event, even little details can make all the difference to how people perceive the event. Try printing your lanyards on material that can be recycled (not JUST from sustainable stock), use digital rather than single use signage, encourage delegates to bring reusable bottles, gamify recycling onsite, advertise walking routes and e-transport options to and at the event and work with catering teams and venues to implement details like vegetarian food choices and sustainably sourced, recyclable tableware. Start engaging with audiences from the start of their journey with you so they are totally on board pre and post-event.

 

9 Prioritise accessibility

Accessibility isn’t just a buzzword and you will get much more value from an event if everyone is comfortable and able to make their voice heard. As well as ensuring that your chosen venue is accessible for anyone with mobility issues, you could create a quiet breakout space for anyone who needs it, digital brochures for anyone with sight or hearing impairments or pronoun badges to make everyone feel welcome and safe.

For more information on BeaconHouse Events or to speak to the team about your 2023 goals visit www.beaconhouse-events.co.uk or give us a call on 0191 691 3456.

Go Smarter, Go Active Roadshow

Lots of events rely on enthusiastic volunteers to make the event run smoothly and be the positive presence on the front line, read on to find out more, and why you should volunteer.

What is it?

As part of a major Active Travel campaign, Transport North East are delivering a series of seven week-long roadshow events and interactive workshops this summer, to be held across the seven local authority areas of Newcastle, North Tyneside, South Tyneside, Sunderland, Northumberland, County Durham and Gateshead. The ease of lockdown restrictions provides us with a unique opportunity to deliver a major push to change travel habits for the better. These exciting events across the region will encourage the public to walk and cycle more – for leisure and to commute. The roadshows will help families who would benefit from support in teaching their children to ride a bike, it will also help adults who wish to boost their cycling confidence/ability or are unable to ride a bike and wish to learn.

The campaign will show people that it is enjoyable to travel around the region on foot or by bike, which could encourage a shift away from car travel, reducing carbon. The aim of the roadshow is to encourage individuals and families to learn how to cycle and provide new skills to encourage more people to travel sustainably for leisure or work. The roadshows will be held as follows:

Willowburn Leisure Centre Alnwick, NE66 2JH            19-21 July

Ponteland Leisure Centre NE20 9EG                               22-25 July

Exhibition Park Newcastle                                                  26 July-1 August

Chester le Street Riverside Park                                        2-4 August

Hardwick Country Park Sedgefield                                  5-8 August

Herrington Country Park Sunderland                             9-15 August

Richardson Dees Park Wallsend                                       16-22 August

Saltwell Park Gateshead                                                      23-29 August

South Marine Park South Shields                                     30 August-5 September

What do we need?

We are looking for 2 to 3 volunteers to help us check people’s booking details (sessions are free but can be booked online via Eventbrite and we will also take walk up bookings from park users), direct people to sessions and help with customer surveys using iPads. We’d like volunteers on site for 09.30 to receive a briefing from the event team. This will explain what to do, and what to do in the event of anything going wrong. We have a first aider with us every day during the sessions, specialist cycle instructors, and security. We value your time, and appreciate that you may not always be able to be there for the full period, so if you can’t make a full session just let us know and we will try to work around that.

What do you get?

You will get an event t-shirt, branded facemask, water bottle and we will pay £20 per person per day which can be paid to you or whichever organisation, community group or charity you represent.

Volunteering is a great way to enhance your CV, learn new skills, boost your confidence, meet people and have fun!

What will be happening?

We’ll have a mix of learn to ride and bike maintenance sessions for all ages, with everything from balance bikes to tandems so people can have a go on different bikes and see what might work best for them. A sample weekly programme is shown below. Each day the sessions will take place between 10.00 & 15.00 each day, with around 30 people per session so there will never be huge numbers on site to give enough room for social distancing. All activity will be in the open air, the bike team will wipe down all equipment between users, and the event will be Covid safe.

How do you sign up?

For more details please complete this online form. 

You can also contact the event team at info@beaconhouse-events.co.uk for more information.

2021 The Year of the Hybrid

Hybrid events combine both in-person and virtual experiences ensuring that both audiences are catered for and meet their objectives in attending. One event, two unique but comparable experiences. Sounds like it would take more resource I hear you cry! So why exactly should you be embracing the ‘Year of the Hybrid’?

Increased attendance

Ever had potential customers, employees or your audience feign travel or availability as their barrier to attending. Well, no more, you can bring the content to them, wherever they choose, and if timings don’t work, or the thrice rescheduled trip to a remote hut in Mongolia comes with zero Wi-Fi, you’ll be ready with ‘EventFlix’ replay so attendees can log in at their leisure (just one more episode, promise!). A potentially new online audience you have not reached before.

With reduced numbers IRL (in real life), you’ll be able to provide enhanced customer service, a more exclusive experience amongst other perks; your attendees that have taken a plane, train or automobile will feel rewarded. Similarly incentivising those online communities with exclusive content ensures these audiences feel valued and included. A healthy dose of FOMO from each of your audiences will help attendees decide which style of attendance serves them better with individual benefits.

Engagement

Previously, it would seem highly unlikely that you would dream of heckling commentary directly to the esteemed keynote on stage in front of hundreds if not thousands of peers, but when participating online, tagging the speaker in a comment and them deeming you worthy of a reply in real-time is commonplace. As you create synergy with live reaction content beamed to your in-person guests, you’ll probably encourage them to be a little bolder with their engagement right from their seat.

Brenda from accounts also learned how to use emoji’s in lockdown, so she will be able to use ‘clapping’ and the celebratory ‘two raised hands’ in the comments with wild abandon when she logs on from home. She is normally such a shrinking violet!

Sponsorship

Larger audiences of course provide opportunity in terms of sponsorship revenues; more seeing eyes for all that digital branding. That, along with the wealth of recorded content post-event, the legacy of the event creates notably higher impact for organisers and sponsors alike. Real, extensive and measurable data available at the touch of a button as the event draws to a close, real-time testimonials from delegates, more cost-effective and quantifiable generation leads for sponsors…Brenda would post the ‘Ka-ching!’ emoji here.

Lower Carbon Footprint

Yes, we have ‘saved’ a lot of airmiles in 2020, and beyond, but we can do MORE. If you choose to beam in via a live link, and you’d have missed the social engagements due to awkward flight times anyway, there are huge benefits to saving up those miles for another trip all whilst still retaining the same learning and networking benefits – without the jetlag. Also, your trusty little pooch won’t be faced with abandonment issues when you leave, although if you have a cat, let’s be clear they need you out of their space and would prefer it if you gave them a break for a couple of days. OK.

Whilst COVID-19 is being committed to the history books (along with the Zoom gaffes), our collective change in behaviours will not. So, make sure your events adapt, become greener hybrid versions that respect the work-life balance of your audience and cater to them both at home and away. Let’s face it, in-person will never go out of style, but hybrid will ensure your event survives the next apocalypse.

What does OOO mean in 2020?

Out of offices have always been an opportunity to share a little personality alongside the essential dates and a forwarding address. As a company we were rather fond of geo-tagging our sentiments…

I’m out of office in Tokyo, sampling sushi and sipping sake. I’ll be back once the cherry blossom stops blooming.

We offer up our A-team’s contact details, and Mr. T will dutifully tap those gold encrusted digits and reply with speed. Furloughed staff brought the option to create something a little more artful for the longer duration, props to Astley…

Thank you for your email.
Never gonna give you up, Never gonna let you down, Never gonna run around and desert you, Never gonna make you cry, Never gonna say goodbye, Never gonna tell a lie and hurt you.
I’m also never gonna reply to your message until hopefully sometime soon as I’m on furlough leave. However you can forward your email …

So, in the era of constant and instant communication where does the OOO now stand? And as holidays have not all gone as planned this year, are we ‘out-of-kitchen island come office’ instead? We propose it’s time to transition to OME (off my emails).

Colleagues,
I am on a short trip to Barnard Castle to frolic in the bluebells. I will not be checking my email during this time.
Looking forward to catching up on my return.

Reader, I will realistically still be checking my emails, just as soon as I can get an eye test.

 

*Too graphic to post here.

In praise of the Great British queue

In 2020, during the pandemic, we have taken our reputation for cool, calm, and collected queuing proficiency to the supermarket instead. Leading us to consider, what will it mean for events when we finally return to IRL? How do you enhance the Great British queue? Surely, it’s not possible?

Oh, but it is – with the right tools and technology…

  • Floor markings.

We have always been fans of floor markings for consistent branding, but now ours will not just have canny phrases, they will be used liberally to direct attendees and manage flow. Floor markings are the NEW pop-up banner. There, I’ve said it.

  • Registration overhaul.

We love a natter at registration, we are proud of our big ‘geordie welcome’. You’ll still get the same ‘warm’ welcome, just streamlined, with a reduction in the time spent at the desk – winner, winner.

  • Tech.

“There is an app for that.” There truly is. In some instances virtual queuing will be implemented, you will be notified when it is your turn to register whilst waiting in a socially distant area (probably in a socially distant, and very orderly queue).

  • What about lunch?

Registration isn’t the only time at events where Brits get to shine with queuing finesse. Certainly during ‘check in’ but what about breakout rooms? Lunch breaks? Comfort breaks? We’ve got you covered, our event risk assessments will plan to maintain a safe environment throughout the duration of the event, including schedule amendments to ensure regular breaks to reduce any congestion.

  • Outdoor.

Yes, outdoors is not always ideal, (*cue flashback to 500 delegates, sponsors and staff travelling to a 2-day conference during ‘The Beast From The East’*) but where possible we’ll be seeking out venues that boast suitable indoor and outdoor space as an option.

  • Control.

Control freaks, us? I don’t know where you’d get that impression…
Multiple entry points for different groups, timed entry, staggered lunches, splitting the day. There are so many options depending on the size of the event to make sure everyone is catered for and safe. It will be the exact opposite from boarding a flight with a budget airline with blue and yellow livery.

Queues 2.0 is a new discipline, another version of our ‘new normal, but let’s face it, we’ve been training for it our whole lives.

BIM For Good, Bad and Ugly?

We’ve been working with Space Group to deliver a three-day event, kicking off with an education day for 200 local students, a celebratory awards evening sandwiched between two days of conference for 400 international delegates. Safe to say events provide so many positive outputs, collaboration, knowledge sharing and inspiration, but large-scale conferences have, and continue to cause a negative impact on the environment.

BIM Show Live, has been no different, but we’re committed to turning the ugly truth, and bad practice into good for all. It started with the theme set out back in 2019, the conference wanted to focus on ‘BIM for Good’, and the goodness should show through every inch of the event.

First stop our suppliers, we’ve worked with a handful of trusty suppliers who all make the magic that is BIM Show Live. Our sustainably sourced lanyards provided by a UK company have agreed to carbon offset their transport from China following our ‘ask to suppliers’ to offer a sustainable solution for the demands of our order. We’re using a sustainable badge solution we sourced for the 2019 conference, (here at BHE HQ sustainability has been a concern for quite some time). Meetings with PR and social teams are conducted remotely over Zoom. The award trophies have transformed from high shine metal to sustainable wood – they’ll still have that heavy aspirational look and feel! Perhaps the most controversial element to mess with is catering. We’ve chosen to cater the full event as vegetarian or vegan food and use locally sourced ingredients only. A bold move perhaps, but we’re confident in our caterer’s quality, and we’re sure the audience won’t miss the meat with the tasty treats on offer. Consideration has been made at every step, even the vegan sausage rolls (spoiler alert), are in recyclable packaging.

In the biggest shake up, we’re printing less, delegates will not be handed a printed programme. Delegates will peruse the schedule of the day on the event app, can message other delegates and set up alerts for sessions they don’t want to miss (i.e. all of them). Speakers have been sourced being mindful of travel requirements, and we’re lucky to have such talent coming from the region speaking; our day one keynote Nic Palmarini is located walking distance from the venue.  The delegate communications will encourage our delegates to bring their re-usable cups and bottles for their caffeine and hydration hits.

So why are we asking delegates how they are travelling to the event? We want to benchmark the carbon footprint of BIM Show Live 2020 as the first year in a new sustainability drive, so we’re not ignorant to the fact that our delegates travel from across the globe and we have to include this in our plans. BIM Show Live 2.0, aka BIM Show Live 2021 will be leaner, greener, and more as we work towards a better future. We’re ditching the bad and the ugly and we’re going good, one step at a time, as much as we can. Join us.

 

What I learned from a week placement at BeaconHouse Events

Work experience has the potential to be dull. Usually, the excitement of the real world of work is quickly diminished by the seemingly endless photocopying and tea-making experience most end up with. But luckily for me, my work experience week at BeaconHouse was far from that.

From the second I stepped into the office that Monday morning I felt welcomed. Instead of the tightly strung, high-pressure atmosphere I expected, I was greeting by a team of friendly yet hardworking individuals. The approachable staff meant I wasn’t hesitant to ask for help or guidance in my set tasks, allowing me to take much more enjoyment in what I was doing. Once I was settled, I was given the chance to listen in on a conference call about an upcoming event. It gave me a unique insight into the process of organising an event and the steps taken to create the perfect finished product. Now I’m even more appreciative when I’m scoffing down nibbles at a function!

The rest of the day included learning about how employees manage their workloads on a day-to-day basis and the software applications they use. Additionally, I was given the task of researching venue options for a future event. Being able to collaborate and assist on real life projects gave me a realistic, hands-on experience that I thoroughly enjoyed.

The next day I was given the chance to spectate a meeting on establishing company ideals, characteristics and values. This helped me to learn the importance of attitude and mindset in both a work and school environment and the skills needed to thrive and flourish in those environments. Needless to say, it fascinated me much more than the Pythagorean theorem in school.

One evening, I was even asked to attend a company event where I assisted with checking employees in using the ticketing software, among other jobs. This was very new to me, but that meant it was a new possibility for learning and growth. The event was interesting to spectate; I certainly learnt a lot onsite!

During my time at BeaconHouse I have partaken in and contributed to many different projects, helping me explore both the industry and the ways in which I tackle tasks. I’ll admit, I was nervous coming in and unsure of what to expect but I have been warmly welcomed and encouraged to work to the best of my ability; the week was everything I hoped it would be.

Overall, my time at BeaconHouse Events has shown me the resilience, responsibility and trust needed in order to thrive in a working environment. It was a very enjoyable yet realistic insight into the industry and I have definitely gained in confidence. Thank you to the whole Beacon House Team for a great week!

Directors Blog: The Business of Events

I have been working in the events industry now for almost 15 years. I have delivered complex events in the North East of England (where I am based), UK wide, and Qatar in the Middle East.

From small workshops and dinners to enormous international petroleum congresses in Qatar and complex national Government events in the UK, I have delivered most types of B2B event in my career.

When people ask me what I love most about events, it often surprises them. It’s not actually the event itself – although that does gives me an enormous sense of achievement – it’s the business behind an event.

Strategy is key to any business, and the same goes for an event. An event without thought, planning or direction, will more than likely fail to deliver impact. Strategy is crucial. I absolutely love turning profits and surpluses for clients. A carefully planned and well thought through event, taking the aims and objectives from the client, creating something that delivers and exceeds expectations, is a must.

Anyone (sensible!) can take a budget, spend it on food, drinks and a room and get people there to listen to someone speaking. The key is finding how that event will deliver results for the client – whether that be buy in from staff, customer acquisition, income generation or something else entirely. How will the event be sustainable and become an annual fixture? How do you make sure your content is relevant? How do you make sure people want to attend? How do you make sure there is sponsor engagement? The answer is always – through being strategic and respecting your audience.

An engaged audience is surely what we are all aiming for. Otherwise what’s the point?

At BeaconHouse Events we have worked on many seed event ideas with our clients. Some literally start at zero. Nada. Nothing. No budget, no speakers, no location and no audience. Just an idea. I love the challenge of creating something from nothing. And making the event cover its costs and generate a surplus. It’s all in the strength of the idea, the contacts, the network and the knowledge of what the audience will want to hear – why will they come, what do they want to learn, do, see, hear and feel at an event?

All too often, the value of the audience’s time is underestimated; “it’s free to attend so people will come along, right?” Not right, not always. In fact, not charging people to attend an event often results in the audience not putting as high a value on the experience. With a price tag attached, your audience has to make a conscious decision to invest not only their time, but their money. People value their time perhaps even more than the money it costs them. If they won’t achieve what they personally want to from attending – learning, making new connections, sharing knowledge – they won’t come. Even if they have paid, even if you do put on a glass or two of wine. No-show rates for the events industry can be up to 40% for free of charge events, but still up to 25% for paid for ones. The more reason you give your audience to attend, the more likely they are to show up so the journey shouldn’t stop with them booking their ticket.

Money is of course critical to many businesses, events and clients. Events don’t necessarily need to make money, in fact for many of our clients it’s not about that. However, often, events do need to cover their own costs. Working out how an event can be monetised, and in turn deliver value to the sponsor, partner, attendee is really what makes me tick and in fact what keeps us in business! Here at BeaconHouse HQ, I proudly sport the ‘finance queen’ badge. I love number crunching, but without strategy, without understanding the business of your event you may as well give up before you’ve started.