Secrets of a Successful Season - Crain's New York Business

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2017 is just around the corner. That means now is the time to finalize your plans for 2016 end-of-year and 2017 full-year
calendar of corporate meeting and events. In the following pages, Crain’s Custom Studio
offers lots of useful advice to get your planning off to a great start. From taking advantage
of the latest meeting trends and being the first to book the country’s hottest destinations,
to designing engaging team-building programs, you’ll find fascinating and immediately
actionable information to make your upcoming corporate event your best one ever.
But, before you can start in on your corporate event’s in-office and off-site preparations,
there is one important event that meeting planners nationwide must execute successfully
before the ball drops: the annual office holiday party. While the practice of entertaining
clients and staff at year’s end is not new, every year brings new technologies, techniques
and trends to take advantage of. This special section outlines everything you need to know
to help ensure that you are remembered for all the right reasons—so that clients and
coworkers alike will look favorably upon your brand. We hope that the information provided
significantly improves your ability to conduct business professionally and productively.
Happy Holidays!
Secrets of a Successful Season Your Guide to Corporate Events and Holiday Parties
Table of Contents Corporate Meetings and Events Overview ................................... Pages 2 and 4
Experience NYC This Holiday Season ..................................... Pages 6 and 8
Latest Gift Ideas ...............................Pages 10 and 11
Office Party Primer ..........................Pages 12 and 13
Holiday Office Party/ Worst Case Scenarios .....................Pages 14 and 15
Client Entertaining ..........................................Page 16
Team Building Ideas........................................Page 17
Your 2017 To-Do List .......................................Page 22
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Attendees to Participants In 2017 the trend will continue for more immersive and interactive event experiences over traditional passive listen-and-learn sessions. Nearly two- thirds of the meeting planners polled in the Successful Meetings’ “2016 Trends Survey” said the “need to create a compelling meeting experience” for attendees was one of the most important trends to follow in order to conduct more effective meetings. Making attendees an active part of the programming increases both engagement and satisfaction. Today’s conference hosts are replacing PowerPoint presentations with more engaging activities such as live feeds, video conferencing, hands-on audience participation or workshops, small group break-outs, on-site bloggers, event-specific apps and more.
Another good engagement practice is to get attendees involved in the event well before the meeting starts. Building a community around an event through a dedicated meeting website and a Facebook group creates and sustains enthusiasm before, during and after, contributing to a more continuous ROI.
Mobile The use of mobile technology will continue as a way to increase engagement of attendees, communicate schedule changes or emergency information, offer on-the-spot surveys and contests, personalize push notifications, translate languages in real time and deliver meeting documents electronically,
according to a study by American Express in 2016. AmEx also suggests “with event apps, as with any type of software, your particular event goals should be considered and used as the criteria for selecting the ideal mobile app provider. Planners should start by creating a list of the features that will help them achieve their unique event goals, and then compare that with the offerings of potential vendors.”
Data Apps also play a role in the growing trend for data. Event apps will “mature into full-featured event intelligence and data analytic platforms,” states meetings technology guru Corbin Ball of Corbin Ball Associates. Insight from the data culled from meeting analytics can help event planners design more customized and useful sessions.
Paperless Meetings Alongside the rise in smartphone and mobile technology is the advent of totally paperless meetings. Meeting registration, agendas and takeaway materials can be contained and communicated electronically via email, website or downloaded directly to attendee devices. Paper- based processes increase every corporation’s carbon footprint, and considering that 11 million meetings are held every day in America alone, according to the National Statistics Council for Verizon Conferencing —with the annual average at 4 billion meetings a year —paperless meetings are good for business and good for the planet.
Virtual and Hybrid Expect demand for virtual and hybrid
events (events that extend wholly or partially beyond
four walls through Internet
technology) to continue to grow in 2017. Virtual conferences allow for the exchange of information, questions and answers between employees, clients and prospective clients through online chats and file sharing just as much as through in- person attendance. Event planners are opting for virtual or hybrid meetings because they save time and money otherwise spent on transportation, promote sustainability be eliminating climate- damaging emissions from air travel or car travel, and engage a wider audience than might otherwise be possible with traditional off-site meetings.
Video Video is proving to be an important medium for businesses to connect with their customers, as well as for business-to-business communication. Cisco reports that the impact of video is increasing, forecasting that video will take up 80% of all consumer internet traffic in 2019, up from 64% since 2014. For meetings and conventions, video becomes a great way to engage with attendees, actively position brands and convey key information with sound and motion.
Training Meetings In 2016, training and internal team meetings were estimated to be the most popular types of
Corporate Meetings and Events A Rosy Picture
Corporate meetings and events are continuing their evolution as some of the most important tactics in business-to-business marketing. Event trends from 2016 will continue to be a factor in 2017, when according to American Express Global Meetings and Events Forecast, the demand for
meetings will be strong. A positive economic outlook, technological advancements and a recommitment to training all play a part in 2017’s rosy picture.
Crain’s Custom Studio offers the following trends for the year ahead:
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meetings among companies surveyed in the American Express Global Meetings and Events Forecast. The outlook for 2017 appears to be more of the same. A return by corporations to employee training, conducted on a continuous basis equates to a new form of ROI – return on individuals. Talent development has become the watchword in part due to the impact the millennial generation is having on today’s workforce—and the different ways they learn and set goals. Training is considered a premiere retention tool as ongoing career development is perceived to be a key factor in employee satisfaction. Conversely, the lack of upward mobility of an employee for career progress is a reason for leaving an employer.
Pop-up Meetings Benchmark Hospitality cites pop-up meeting rooms as a growing trend in event RFPs. These temporary makeshift rooms used for spontaneous conference calls, small last-minute gatherings or places to hang out briefly in-between sessions, can be easily assembled or moved at a moment’s notice—adding a level of spontaneity to any meeting agenda. Some companies are using these short-term mobile spaces to host meetings outside of annual conferences or expos, or in smaller markets.
RFID Radio Frequency Identification wireless technology for use at meetings and conventions is a topic we’ve been hearing about for years, but we’re seeing it
really come into its own in 2017. Look for more RFID wristbands or badges to help simplify registration and session access, link to social accounts to connect meeting-goers, facilitate purchase of food and beverages, help manage conference material distribution and drive entry in contests.
Networking is Back Most executives remember a time when networking was key to business success, and there were a variety of events to be found night and day to promote in-person interaction. The appeal of networking has diminished in the last 20 years but we are seeing a resurgence of these old- school business skills in 2017. The rise in number of millennials in the workforce is also fueling a return to networking. While this tech-driven generation prefers to communicate electronically at work, rather than face-to-face or even by phone (according to a PwC survey in 2015), millennials prize connection, community, and relationship building, and are adept at it in their personal lives. Networking easily translates those social skills to the business environment.
Business Etiquette Sadly, with the growth of social media comes a decline in social graces. Some younger employees need to be schooled on basic manners, professional etiquette, communication skills and positive interpersonal interaction. Look for an increase in writing seminars, classes in table manners and refreshers in professional conduct and decorum as part of an overall training emphasis.
Creative Team Building The year 2017 will place emphasis on increased budget and interest in creative ways to motivate and bond teams. When your team-building program is imaginative, participants and problem- solving tend to become more inventive as well. Look for an increase in activities such as physical and mental games, timed hunts and charitable activities (see more on team-building activities in our story on page S17)
Location, Location, Location The choice of destination for meetings and events is growing in importance in the coming year, as more and more attendees choose to experience the event both inside and outside the venue. Planners will need to focus on a venue’s locational value, its amenities and nearby attractions, understanding that their attendees want destinations where they can also explore and interact with the surrounding culture, customs and cuisine of the area during and post-event.
Meeting venues themselves are changing as well. Attendees expect unique experiences in their meetings and in the next 18 months we see a strong trend for venues outside the traditional hotel or conference center. Look for more meetings in locations such as concert venues and sporting arenas, as well as private homes and villas. Unique meeting spaces help create the kind of lasting impression that can positively affect attendee retention and future audience development.
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Experience NYC This Holiday Season
As an event planner, people tend to ask for your advice on every sort of party or gathering at any time of the year. During
the winter holidays event planners are in even more demand —both at work and at home. Event planners are the go-to source for great ideas for exploring their home cities, especially when it comes to entertaining out of town family and friends. If you are like most New Yorkers who rarely take advantage of Manhattan’s biggest attractions (40% of us have never been to the Statue of Liberty according to Gallup), here is a quick guide for making the most of New York City from Thanksgiving through New Year’s.
The Window Walk Starting on Thanksgiving Day, New York City storefronts sparkle with a variety of dramatic holiday displays. Almost every retail store in the five boroughs gets in on the holiday spirit, but the most elaborate displays are found on or close to Fifth Avenue in Manhattan. To make an afternoon of window-shopping, start at Macy’s at 34th Street and Broadway (also known as Herald Square). From Macy’s head over to Fifth Avenue and take in the windows at Lord & Taylor at Fifth and 38th and stop for lunch at Celsius in Bryant Park overlooking the skaters at The Rink. Once fortified, continue up Fifth and be sure to look both ways when you hit Saks Fifth Avenue at 49th and Fifth. The famed department store will be on your right (and St. Patrick’s Cathedral is just ahead as well) and the tree at Rockefeller Plaza will be on your left. Continue up Fifth to 57th where you will find Tiffany and Bergdorf Goodman. Take a bathroom break at a New York City legend, The Plaza Hotel at 59th before heading crosstown on 60th to Madison. Enjoy the view at Barneys before heading to Bloomingdales on 60th and Third. End your day at famed dessert destination, Serendipity on 60th between Second and Third, for their fantastic frozen hot chocolate.
Another great spot for warming winter treats: hot chocolate at Jacques Torres Chocolate in DUMBO, Brooklyn. Torres’ decadent creation was named one of the best hot chocolates in the U.S. by Food & Wine magazine and is a great way to warm up after a cold walk across the Brooklyn Bridge.
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Ice Skating New York City offers several great rinks to rent skates and take a twirl amidst the skyscrapers. As mentioned, The Rink at Bryant Park’s Bank of America Winter Village offers free admission with skate rental. The ice rink at Rockefeller Center (located under the tree) charges an admission fee plus skate rental. Wollman Rink
in Central Park is another great day or nighttime option but note that all admission, skate rental and spectator fees are due in cash.
George Balanchine’s The Nutcracker at Lincoln Center No holiday visit to New York is complete without seeing a performance of the New York City Ballet performing The Nutcracker. Performances run from November 25th through December 31st. Add something special to your production with a very special behind-the-scenes tour of the costume shop.
See the Tree The Rockefeller Center Christmas Tree is a world-wide symbol of the holidays in New York City. The tree, traditionally a Norway Spruce, is illuminated by 30,000 environmentally friendly LED lights and crowned by a Swarovski crystal star. This year, the tree will be lit on November 29th and remain lit through January 7, 2017.
Christmas Spectacular at Radio City Music Hall The Christmas Spectacular featuring the Radio City Music Hall Rockettes is a holiday classic. Go for the trifecta of holiday cheer with tickets to the show and a behind-the- scenes tour in addition to your visit to the tree.
SantaCon NYC For a spirited promotion that is more flash mob than tourist attraction, catch SantaCon. Held this year on Saturday, December 10th, SantaCon encourages people from all over the tri-state area to don Santa and Mrs. Claus costumes to celebrate the season.
Gospel Brunch Get in the holiday spirit with spirituality. Gospel brunches have come into their own – not only as post church refreshment but as entertainment not to be missed. Check out brunches in Harlem at Red Rooster or Sylvia’s. if you prefer to stay midtown, you’ll find a rollicking brunch fest at BB King Blues Club and Grill.
NY Botanical Garden Train Show Over 150 New York landmarks (such as the Statue of Liberty, Rockefeller Center, Macy’s and the original Penn Station) are re-created with nuts, bark, leaves, and other plant material. These landmarks are situated along a half-mile of track, tunnels and water features with more than 25 large-size model trains traversing this holiday extravaganza.
Contact info: By Yena Designs 120 West 28th Street, Room 3F New York, NY 10001 Tel: 347-366-4347 Email: [email protected] Website: byyenadesigns.com Instagram: @byyenadesigns
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How well do I know my recipient? The best corporate gifts are the ones that are thoughtful and speak to the interests of your recipient. First, identify whether the interest is personal or professional. It’s OK to recognize a personal interest, as long as you keep in mind that your relationship is a professional one. Keep in mind, however, that a gift that is too personal in nature, rather than raising your standing in the eyes of the client, will only raise questions. If you prefer to give a gift that addresses a professional need, consider offering something that can be of use in the day-to-day course of business, or in solving a common business problem.
How much do I want to spend? While it is true that it’s the thought that counts, you still want to set a reasonable budget for corporate gift-giving. Write out a list of all your gift recipients (or revisit your list from last year) and determine a budgetary hierarchy that includes those whom you plan to give big-ticket items, and those you plan on giving lower-priced gifts to. And don’t forget to add your clients’ assistants to your gift list. They are the gatekeepers after all, and may be instrumental to any ongoing communication between you and your client in the coming year.
Will my client be able to accept a gift or will they have specific guidelines for receipt? Part and parcel of the job of deciding how much to spend on corporate gifts is an understanding of the IRS regulations (IRS publication 463 addresses these concerns) that apply to you and your recipients. Any gift under $25 is generally an acceptable gift under most company policies. When in doubt, consult your employee handbook, Human Resources department, or an HR representative at the recipient’s company to confirm guidelines and policy.
When is the best time to send or bring a corporate gift? Gifts are a great gesture, but you don’t want to interrupt your client’s actual holiday with business reminders. Most companies send their gifts at the very beginning of the season, near the end of November when holiday celebrations at the workplace begin. Send out your gift too close to the actual holiday date and you’ll run the risk of its arrival clashing with client vacation times and office closures, whereupon it may get lost in a pile of offerings from competitor businesses, heaped on your client’s desk. Some companies choose to wait until after the December holidays and send New Year’s gifts instead.
What are the trends in corporate gift-giving in 2016? One of the trends Crain’s Custom Studio is seeing for 2016 is the theme of convenience. Gifts such
as phone-charging totes, virtual secretaries and on-demand car services that save time or offer a service to busy recipients are gaining in popularity.
In its July Trend Watch, PCNA IdeaHUB offers a view of the hottest holiday gifts of the year. This year, PCNA’s findings reinforce the trend toward technology that wows, and adds new trends for craftsmanship and go-to party gifts.
Here are a few suggestions for memorable corporate gift items for the 2016 holidays:
Services Virtual Assistants The latest craze is for outsourced resources or virtual assistants (VAs) who can help recipients organize tasks and manage workloads both in the office and at home. Companies like Virtual Assist USA (ranked #1 in 2016 by TopTenReviews.com), Zirtual (recently profiled in Fortune magazine) and Fancy Hands (a perennial favorite) can help recipients multitask on an hourly, weekly, monthly or project basis. It’s also a great gift to give to your client to help them organize their own holiday planning and preparations! For more information, visit Fancyhands.com.
On-Demand Car Service Another popular gift is app-based ride service like Uber or Lyft. While neither service offers its own gift card, you can still give the gift of on- demand transportation via online gifting services such as GiftRocket, or load time onto your own ride-service account and provide your recipient with a code for redemption. For more information, visit Giftrocket.com.
Beauty on the Go Drybar is a street front salon that offer busy women a blow-out (for their hair) in under 45-minutes at a cost of roughly a dollar a minute. Too busy to leave the office? No problem! Their Dry-on-the-Fly service will come to your office or home. With 15 locations and 9 variations of blowouts in and around Manhattan, Drybar is great for pre-event primping for executives with important presentations or after work commitments. For more information, visit thedrybar.com
Experiences Night at the Museum For client with kids (aged 3-11) a fun and memorable gift is a sleepover at the Museum of Natural History. Families can snooze beneath the 94-foot-long blue whale after exploring the museum by flashlight. For more information, visit amnh.org
Pull a Stunt Tell your more daredevil clients to take a flying leap…literally. Gift them a stuntman session at Hollywood Stunts NYC in Greenpoint, Brooklyn. Their adrenaline-filled 3-hour class in “High Falls” makes for a memorable gift for active executives. For more information, visit hollywoodstunts.com
Fun and Memorable Baseball bat bottle opener This year, hit a gift homerun with a bottle opener made from authentic wooden bats swung by Major League Baseball players. Each opener comes gift- boxed with a story card including a special hologram number that indicates which game the bat was used in. $115-$135 at uncommongoods.com.
Somabar Robotic Bartender After one of the most successful Kickstarter campaigns, Somabar is now the world’s first app- controlled bartending appliance created for the home kitchen or office bar. Become one of the first to own the craft-cocktail making machine, also known as the “Keurig™” of cocktails. Pre- order for $399 at somabarkickstarter.com.
Latest Gift Ideas and Trends
The holidays are a traditional time to say “thank you” to colleagues, business associates and vendors. Corporate gifts can demonstrate your appreciation for their business, help you stay top- of-mind, and obtain an open dialogue at a traditionally busy time. A thoughtful and appropriate
client gift is guaranteed to warrant a positive response. But, before you choose a gift(s) for your client, ask yourself these important questions:
Charging Tote This combination tote bag and charger literally adds power to your purse. Available in a variety of sizes and finishes (from plastic to leather), it’s the perfect gift for women on the go. Kenneth Cole Reaction Phone Charging Tote $59.99 at macys.com.
Automatic BBQ Cleaner Grillbot is a great gift for the client who has everything. An innovative, fully-automated device,
Grillbot makes grill cleaning easy with a push of a button saving grillers time from the grime. Designed for use on any-style grill, consumers
simply place the Grillbot on the grill, press a button and the Grillbot does all the cleaning. $99.99 at Home Depot/homedepot.com
Books Speeches That Changed the World by Simon Sebag Montefiori This continuously updated classic presents over 50 momentous and thought-provoking speeches from throughout history. Complete with a biography of each speaker, it tells the story of why each oration was significant and what happened as a result. Includes speeches from such notables as Winston Churchill, Martin Luther King Jr., John F. Kennedy, Nelson Mandela, Elie Wiesel and Barack Obama. $10-$15 at amazon.com.
According to Inc.com in June 2016, you can’t go wrong with any of these business classics: First Break All the Rules by Marcus Buckingham & Curt Coffman
The Truth About Leadership by James M. Kouzes & Barry Posner
Start With Why by Simon Sinek
Good to Great by James C. Collins
Crazy Bosses by Stanley Bing
A final note: if you are the recipient of a corporate gift be sure to write a personal thank you note within a month of receipt. For help check out Help Scout.com and their article: “How to Write a Killer Thank-You Note.”
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Finally, financial costs may play a part in the decision to opt for an out of an office holiday event. If budget is a concern, try a smaller gathering, or leave end-of-the-year celebrations up to individual departments.
Once you commit to hosting a holiday office party, there are a few things you can do to help guarantee its success: Determine Budget and Timing Fall is the time to sit with management and decide on the timing and budget for the company party. It’s also a good time to plan management’s involvement in the event, specifically if they plan to make a presentation, speech or offer a “thank you” to the assembled crowd. Aim for a date in early December (or opt for a New Year’s party in January) and try to work around other industry events and parties to eliminate scheduling conflicts and increase attendance. You’ll also want to give your attendees ample time to save the date. Holding a holiday party during office hours can also help employees better manage personal and professional holiday commitments.
Go into holiday party planning with a good idea of the event’s overall budget and individual costs itemized and prioritized (you can live without the ornament painter but not the food). Talk to your company’s finance department to see if bartering is an option for some of your party services. Also, make sure that you include a “miscellaneous” line in your budget for overages, unexpected and last-minute expenses. It’s always a good idea to go in with two budget scenarios: one for an in-office event and the other for an off-premise holiday party. Having both options will give management two choices.
Decide on the Type of Event Determine what kind of party works best for your company and your budget. In-office or out? Potluck or catered? Lunchtime or evening? Solo employee or plus one?
The type, anticipated turnout and timing of your event will help determine your venue, and budget level. Also, decide if your event’s theme, such as one that extends your corporate messaging, is specific to the holiday, or relates to the year ahead. If you decide on a branded event, make sure to keep its look and feel consistent throughout – on the invitations, on site signage and decorations. Whatever your theme, corporate or holiday, be sure to keep it non-denominational.
Location or Venue If you opt for an in-office event, make a checklist of to-do items. This list should include securing
office space for the planned time and date, allowing time for set-up during the workday, having the caterer arrive in advance, and alerting building cleaning crews.
For off-premise events, add to your checklist: site visits, consultation with risk management (for certificates of insurance and other legalities), provision of transportation (personal vehicle, hired bus, carpools, ride share services) and parking (paid or not, valet) and smoking policy.
Whether conducted on site or off, you’ll also want to address dress code, staffing, speeches, security, food and beverages, outside services (DJ, photographer or videographer), décor (signage, floral, decorations, gift bags) and any live entertainment or activity.
Food and Beverages Have fun with the catering choices but be sure to take into consideration food allergies, and offer a range of vegetarian options. Consider adding a line at the bottom of your party invitation instructing people to advise you in advance of any special dietary needs or allergies they might have. Take advantage of the year’s food trends and source locally, offer small bites and “portables.”
If you do plan on serving alcohol, also provide plenty of soft drinks, juices and bottled waters for non-drinkers to enjoy.
The office holiday party can be a great opportunity to bring your staff together and build morale while celebrating the season. By planning early and executing thoughtfully, you too, can enjoy this year’s event as much as your guests.
Office-Party Primer
‘Tis the season for merry-making, gift- giving and holiday office parties. Whether it’s your first holiday
party or you’re a seasoned event veteran, Crain’s Custom Studio offers the following insider tips and tricks to host a foolproof, memorable and on-trend holiday event.
The State of the Office Party There is no question that today’s holiday office party is changing. The Society for Human Resource Management (SHRM) is showing a decline year over year for companies who plan to host an office party in 2016 versus 2015. Some companies are opting for smaller individual department gatherings, some for in-house breakfasts or lunches, and 30 percent are choosing to not host a party at all (according to the SHRM survey). Other businesses are using the time and money normally spent on holiday parties for team-building or group activities. Some companies, like those surveyed in a 2015 American Express
survey, are opting to use the dollars previously spent on an out of office event for employee bonuses or paid time off. (Perhaps in response to the findings from a recent CareerBuilder survey that an overwhelming majority (96%) of employees reported they would prefer receiving a holiday bonus over a company party). Charitable donation is another alternative to the company party. Nationally, 78 percent of companies said they are participating in charitable giving, such as donations or drives as part of end-of- year activities, according to the SHRM study.
To Party or Not to Party When deciding whether to host an office party employers must also consider employee morale. Seamless, an online office caterer, suggests that holiday parties influence office relationships, with 75 percent of respondents to their 2015 study seeing strengthened office friendships, 67 percent reporting an improved team dynamic, and 18 percent claiming increased productivity from holiday gatherings. For employees who experienced party cancellations, a decrease in office morale was seen.
Another factor in the changing face of office holiday parties may be Millennials. The Millennial generation makes up a majority of employees – more than one in three, or 53.5 million, American workers according to Pew Research Center. Employers are finding that Millennial employee have different expectations of the workplace and how they spend their time at work. Although Millennials tend toward group interactions, a study by PwC on the next generation
workforce found that 71% of Millennial employees said that work demands (like attendance at the holiday party) interfering with their personal lives was not acceptable. There may also be more occupational anxiety for Millennials in an office/social situation. The characteristics that set this generation apart (like over- sharing and a short attention span), are qualities that can contribute to a negative office party experience.
One way to engage Millennials in your company event is to involve them in the planning of the office celebration. Create a planning committee that weighs in on the overall experience of the event, as well as the social and socially responsible elements of the choice of venue and caterer. Play on their FOMO (fear of missing out) by promoting the fun, interactive and networking power of your event in advance. Translate the office party into a desirable company benefit and a good use of their time.
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Your Party, Your Problem As the event manager, you are ultimately responsible for the behavior of the crowd. You’ve planned every aspect of the event in order to insure its success. Now it’s time to plan for possible pitfalls. Prior to the event, do as much as you can to insure that employees know the rules and understand that certain behaviors are not encouraged and will not be tolerated. A little advance warning can go a long way. But, in case things do start to get out of hand, Crain’s Custom Studio offers a few office party worst-case scenarios and solutions:
The Constant Imbiber One of the most common office party snafus occurs when one or more of your guests overindulges in alcoholic beverages. It’s easy to get caught up in the holiday spirit when alcoholic spirits are flowing freely. A good way to prevent overdrinking is to limit the
number of drinks per person; some companies use a drink ticket system (typically two drinks per person over the course of the event). Others choose to curtail drinking by making alcohol available by purchase only from a cash bar. Another idea is to limit bar service to wine and beer (and, occasionally, eggnog). To eliminate the overdrinking problem altogether, another option is not to offer alcohol at all.
If you do find yourself faced with a clearly intoxicated coworker, there are a few steps you can take during the event, but also keep in mind additional preventative steps that can be taken before hand:
Designate a monitor Prior to your event, enlist the help of staff members to monitor the bar to observe partygoers drinking behaviors. As suggested, set limits with the bartender(s) such as a “two-drink limit,” “no doubles,
no shots” rule. Spotting a potential “overindulger” early, can help avoid a scene later.
Isolate the inebriated person from the crowd Once you identify someone who has had one too many, move them away from the crowd to a quieter space, preferably somewhere with fresh air.
Offer food and water Encourage the intoxicated party-goer to eat some food and drink water, or some other non-alcoholic beverage. Make sure bartenders know that bar service is terminated for this guest should they opt to stay on-site for the remainder of the event.
Have an on-demand car-hailing app on your phone for just such occasions It will be your decision whether to send somebody home or allow them to stay, depending on your company’s policies and the individual’s level of intoxication. Be sure to have the company car service on speed dial or have a ride-hailing app, like Uber, downloaded to your phone so that you can call for safe transportation home for the inebriated person or persons.
The Lover Love may make the world go round, but a case of office party PDA will grind your career to a halt – fast. LegalZoom.com reminds us that “Company policies apply to events outside of the routine 9-5 environment, too.” Despite that fact, 24% of all
Americans (that’s one out of every four of us) has hooked up with a co-worker either at or following a holiday party, according to Harris Interactive research conducted on behalf of Trojan™.
• Leave mistletoe off the decorations list. • If you find that any of your guests are getting
overly – and publicly – friendly, regardless of whether they’re a couple, send over a neutral party to diffuse the situation. Start with humor and advance to policy reminders.
• If all else fails, have a security guard escort the would-be Lothario(s) from the event.
The Exhibitionist Again, although your holiday get-together is a party, it is also a professional event, and that means the dress code should remain business or business casual. Errors in clothing selection for the office party may affect coworkers’ opinions of your judgment, credibility and competence.
• Rewire.com cites a good rule of thumb for office party attire: Stay away from the 4 Bs: beach, bar, boudoir and barbell (gym).
• For women, short skirts, overt cleavage, skin- baring cutouts, and sheer fabrics (without appropriate underpinnings) should be left for home. For men, distressed jeans and vintage tees are inappropriate as well.
• Be cautious about “just for fun” festive wear. The image of an employee in antlers and an “ugly”
sweater, could be hard to forget come time for their performance appraisal.
• If one of your guests attends the office party in a revealing or inappropriate outfit, take them aside and speak to them in private. Don’t challenge the employee’s taste or fashion sense. Rather, explain what is unacceptable according to the policy standard and see if there are ways to allow the employee to come into compliance with the dress code without going home. Whatever you do, make it an informative discussion, not a critical one.
• Follow the lead of jacket-required restaurants and keep a unisex blazer or logoed jacket on hand for just such occasions.
The Loud Mouth/Oversharer The office party is a time to get to know your coworkers more personally so that you can work together more effectively in the future. It is not the time to complain about your boss, tell off- color jokes or share your critical thoughts about the appearance or behavior of other coworkers. Work the room by listening as much as talking, understanding that while it’s important to be friendly, it’s just as important not to over-share. According to a Caron Treatment Center study, 45% of people share too much information during after- work holiday gatherings.
• If one or more of your guests is dominating the conversation in volume or content, act as a moderator and invite the opinion of others in the
listening circle. Steer the conversation away from the topic your party pontificator has been monopolizing.
• Move listeners physically from their audience with a one-way talker by making request for tasks that must be performed away from the group. It’s hard for a conversation hog to dominate when his/her audience dwindles.
• If volume is a distraction, lean in and whisper a comment. It forces an extrovert to be quiet and listen. Be diplomatic but direct, “You may not realize with all the party noise, but your voice is really carrying.”
The Social Blackmailer These days, a single snap of your phone can send an embarrassing picture out to the universe, never to be retrieved. Taking pictures of coworkers at an office event and posting them online is not only inappropriate, in some cases it can be illegal, against company policy, and construed as harassment. • Designate company personnel to act as the
“official” social media manager • Discourage employees from taking and posting
candid office-party pictures
Overall, you’ll want to remind colleagues before the date of your event to put the emphasis on “office,” not “party.” With forethought and onsite management you can insure that the annual holiday party is a memorable and enjoyable event for both planners and attendees.
Holiday Office Party: Worst-Case Scenarios and How to Handle Them
An annual holiday gathering is a great way to socialize and network with co-workers in an informal setting. But, no matter how festive it may be, an office party is still a work function and should be approached with the same level of professionalism and decorum that employees bring to
their workday jobs. According to the staffing firm The Creative Group, nine out of 10 executives say that workers’ office-party antics can affect their career prospects. Acting inappropriately at a company function can be more than detrimental for career advancement. It can be disastrous.
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Client Entertaining
It’s no secret that many business relationships are cultivated or nurtured through activities that occur outside of the office. Whether it’s on the golf
course, at the spa, or at a restaurant, entertaining clients outside the office can impact your sales success. For one thing, you’re away from phones and other interruptions, so your client has your undivided attention. Second, both of you are more relaxed, so it’s easier to build stronger bonds, and strong client bonds are what salespeople need to sell more products.
“Business entertaining is very important in building relationships with customers,” said Sonya Bigelow- Smith, senior national account executive at Coca- Cola North America, in an article in SellingPower magazine. “It helps you get to know your customers on a different level. You can learn their philosophies on things. It can help you understand what drives their business decisions.”
During the holidays especially, client entertaining shows your appreciation for those you do business with, and extends a sense of goodwill. While client entertaining in general requires an understanding of business etiquette, it has its own set of rules during the holidays. Here are a few holiday entertaining “do’s” and “don’ts”:
Naughty Don’t forget to confirm the date or appointment. The holidays are a busy time and plans often change.
Don’t be late. Make sure to be punctual, or arrive early. Always stand to shake hands if your guest arrives after you are seated.
Don’t talk business unless it’s specifically agreed ahead of time that the discussion of specific business items are on the agenda. Always let your client be the one to bring up business at a social event.
Don’t overindulge. Even at a holiday lunch, if your client decides to get in the holiday spirit with more than one drink, you are not obligated to follow their lead. Remain professional, drink slowly and eat plenty of food.
Don’t discuss politics, religion or the competition (theirs or yours).
Don’t use inappropriate language. Never, in any situation, use expletives or language that could be considered offensive to your client.
Don’t check your phone. Turn it off at the beginning of the meal and give your client your full attention.
Nice Do take the time to learn about your clients’ interests. You can search online at sites like LinkedIn in addition to direct questioning.
Do have a toast handy. Use sources like the etiquettescholar.com or toastbooks.com to find one that is uplifting and business appropriate.
Do choose and interesting location to meet with your client and keep the tone fun. Take advantage of the trend toward more experiential entertaining to plan something memorable. For a totally sensory experience, try Camajes Bistro on MacDougal Street for a blindfolded dinner in the dark. Or, check out Tribeca’s Ninja New York, where Japanese dishes are served in a medieval-castle setting and roaming Ninja warriors create a video game-like tableau surrounding dinner.
Do say “thank you” as part of your toast, at the conclusion of the meal, and again in a follow-up note. Email is fine, but a handwritten note will always stand out.
All in all, entertaining outside the office gives clients a feeling that it’s not all about work. It lets your clients know that you are not only trying to grow your business, but also trying to get to know them.
Team-building Ideas
Today, team-building is not just an annual event item, it is a daily requirement. Competition is fierce, personnel are fickle,
and high tech has replaced high touch. Employers need to do whatever they can to actively encourage employee engagement and promote a positive corporate culture. According to Inc. Magazine, high-performing teams are very in demand with small businesses because “people must work closely together, wear many hats and work effectively across the organization to get tasks accomplished quickly enough to remain competitive.” Because teamwork is so critical to a business’ success, team-building activities are vital.
Team-building and bonding are a success when teams learn to accomplish something bigger and work more effectively as a group than they would as individuals. Each participant should leave a team-building activity with a strong sense of synergy as well as personal contribution.
So what are the elements that you should look for in a team-building activity?
Clarity – whatever activity you choose, your teams should be clear on what the activity is, what is its ultimate goal and what is expected of them. They should also know that participation is mandatory.
Connection – any team-building activity should be fun, but it should also serve a purpose. That purpose may be to unite individuals and encourage them to work collaboratively, or to motivate teams to think creatively and encourage them to problem solve, and/or reinforce a benefits-oriented ap- proach to client interaction. A good team-building activity should always tie back to company values, themes and objectives.
Commitment – cause and effect are important in any team-building exercise. It is vital that team members buy into the concept of the exercise, give the activity their all, and understand that their individual contribution is important to the overall success of the activity.
Creativity – the more fun your activity is, the more fun your teams will have with it. Make sure your activity promotes out-of-the-box thinking and allows for creative problem solving. When activities are unique, they become more memorable and employees will retain more of the team-building lessons learned.
Communication – every team-building activity should rely on communication and feedback among group members. Problem solving will be the direct result of group think, group talk and group decision-making.
Can-do attitude – team-building activities should be designed to build confidence, and allow each participant to actively work toward a positive end.
Team Building 2016
Crain’s Custom Studio offers the following team-building exercises for your consideration. The majority of exercises involve out-of-office experiences, but each offers learning that can be brought back to the office and put to use in day-today business dealings.
The Great Escape Talk about a breakout form of corporate team- building. In this locked-room scenario, employee teams must find clues to free themselves before time runs out. With two locations in New York (midtown and downtown), Escape the Room offers a variety of locked-room settings such as an office, agency, theater, home, and rec room, for groups of up to 10 at a time. Escapetheroomnyc.com
Casino Night Big Deal Casino, at 28th Street and 5th Avenue, is NYC’s only permanent casino venue and offers unlimited gaming for entertainment purposes. This hidden gem on the 6th floor of a non- descript building in midtown boasts a speakeasy set-up reminiscent of those during the Prohibition Era. Have your teams take a poker lesson from a pro and play each other in a tournament to learn about competition, calculating odds, taking risks, bluffing and other useful corporate gambits. bigdeal.nyc
Do-Good for Your Team and Others We love the Bike Build Donation team-building activity from teambonding.com. In this do- good exercise, teams work together to earn parts to build bicycles for underprivileged kids. Teambonding.com.
Operation Military Care In a similar charitable vein, this team builder has employees answer a series of questions and perform a series of tasks in order to earn items to place in a care package sent to active military service members overseas. Enlist the help of bestcorporateevents.com to get you started.
NYIT AUDITORIUM ON BROADWAY The NYIT Auditorium on Broadway is a state-of-the-art event space just steps from Lincoln Center and Columbus Circle. Convenient to all public transportation, it can accommodate a wide range of
events, from exclusive screenings to executive presentations, panel discussions to private parties.
For more information, and to find out about our New Client Discount, visit nyit.edu/aob or call 1.888.730.4814
1871 Broadway, New York, NY - nyit.edu/aob - 1.888.730.4814 - [email protected]
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An Experience At this point in most people’s lives and careers they have enough “stuff.” There is a real movement
(some say brought on by an increase in social media) where experiences trump things. A recent study by Eventbrite shows that millennials are
fueling this “experience economy,” but in our own poll we found that the trend spanned all ages. To take advantage of this growing popularity of “doing” versus “getting,” consider the following experiential gifts: • Book a private chef to cook their family dinner
during the holidays • Arrange a golf lesson with a PGA pro • Reserve a table for gospel music and brunch at
Sylvia’s restaurant in Harlem • Provide the opportunity to ride shotgun in a race
car at a stock car race • Gift a customized sneaker
Not all experiences need to cost a lot of money. Use your imagination and knowledge of your client to craft an experience that’s just right for them. When an experience is unforgettable (and captured and shared on social media), you are too!
Knowledge Of course, any of the above noted experiences helps recipients gain a bit of know-how in a given area of interest, but here are some additional ideas when considering a gift of knowledge. Books make conveniently simple presents that may help educate and inform clients on industry best practices, offer insight from inspirational individuals, and differing worldviews. Although device-driven in general, each of the executives we asked preferred a hardcover book
What Clients Really Want As a Holiday Gift
It’s that time of the year again. Time to send your clients holiday gifts to thank them for their business and to further relationship-building in the coming year. We’ve all given our share of corporate gifts, everything from logoed mugs to expensive bottles of wine. But what do clients really want? Crain’s
Custom Studio posed the question to a variety of executives across a variety of industries. Here are a few suggestions for holiday gifts that your clients may like to receive from you in 2016:
to an electronic version. Look for some book suggestions in our story on Latest Gift Ideas and Trends on pages S10 and S11. To help further enrich self-knowledge, we also like the idea of gifting meditation. Gift certificates are available for in-person classes, or, you can send your enlightened recipients online for Om-related accessories via sites like headspace.com and gaia.com.
Gifts that Give Back More often than not, we heard that executives wanted something that “does good,” or “gives back”: something they could “feel good about.” Luckily, there are plenty of options for this type of gift. Check out rentmothernature.com, toms.com, tisbest.org, justgive.org or charitygiftcertificates. org for gifts that are linked to charitable donations, or provide gift recipients with a dollar amount to give to the charity of their choice.
Different and Unique Unique gifts make for special memories and often become a viral endorsement of your creativity and thoughtfulness. Those polled offered examples of unique and memorable gifts they’ve received, illustrating just how top-of-mind these unusual gifts were a year after receipt! Here are a few that stuck in our minds: • A wireless laser presenter for the iPhone • An executive paper airplane controlled
through a smart phone • Wooden sunglasses
Corporate Coal Just as important as understanding what clients want, is also understanding what they don’t want in a holiday gift. Below is a short list of what we were told (often vehemently) that executives consider the corporate coal of holiday gifts:
Branded/Logoed Merchandise If the response we got from our executives is any indication, promotional merchandise should never be used as a holiday gift. Executives polled were adamant that a logoed item (such as a pen, mug or tote bag) was considered “something from the goodie closet,” “cheap,” and considered to have not a modicum of thought. Also avoid customized branded items sent without thought, such as the personalized steak-branding iron that one vegetarian respondent reporting receiving as a BBQ accessory.
Calendars This item was mentioned repeatedly as a branded-merchandise no-no, as well as universally disliked and useless in the smartphone age. Inspirational posters also rated a negative mention. Motivational office décor was believed to be better received by HR professionals than sales executives or outside vendors.
Unfunny Joke Items One of our executives with an interest in golfing reported receiving a Uroclub, a golf club that serves as an on-course urinal. Another reported initial delight when he opened a watch gift, only to realize it was a life-expectancy countdown watch that starts counting down once it’s on.
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company holiday celebration? Gather in a soaring
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Oakland, California Often called “Brooklyn by the Bay,” Oakland is fast becoming the go-to alternative for group meetings in the San Francisco Bay area. With its diverse community, top-notch transportation and
über-creative vibe, Oakland is a welcome retreat for both millennial generation attendees and destination-weary travelers.
“My vision is to leverage the city’s recognition
as one of the most diverse cities in America, and a top corporate travel destination, to continue the positive trend in generating room nights and visitors in Oakland,” said Mark Everton, president and CEO of Visit Oakland.
Portland, Oregon Already a favorite among millennials, Portland has a lot going for it when it comes to meetings, starting with the LEED Platinum-certified Oregon Convention Center.
“As more and more people discover how special our city is, Portland is adding some great new facilities for meetings and conventions,” said Desiree Everett, director of convention sales for Travel Portland. “Planners and delegates alike have an easy time getting around Portland with our
world-class transit, but what I think they really love is taking advantage of our tax-free shopping. And off course, Portland’s national reputation as the top foodie destination!”
Lexington, Kentucky Horses, bourbon and award-winning cuisine are part of the Bluegrass state’s appeal. Also, the ease of reaching the convention center area and its 10 hotels within 10 to 15 minutes from the Blue Grass Airport (LEX), adds to Lexington’s popularity.
“You can hold a meeting almost anywhere, but we consistently hear that attendees and meeting planners want to create great memories and provide fun networking opportunities, which are equally important to the educational content,” said
Marci Krueger-Sidebottom, vice president of sales and services for Visit Lex. “When we bring planners in for a site visit, they leave saying, ‘We had no idea this all was available in Lexington, Kentucky.’”
Philadelphia, Pennsylvania The site of the Pope’s visit in 2015 and this year’s Democratic National Convention, Philadelphia offers a world-class meeting destination. In addition to its appeal as a historic and culture-filled city, Philadelphia also boasts significant and sustainable meeting options easily accessible by air, rail or road.
“There are lots of cities that can manage the logistics of a convention, but you find very few who have the attitude, who have the can-do spirit ... that we found in Philadelphia: Folks who are willing
to go the extra mile, who understand what we need before we say what we need and who are willing to work 24/7... to make this convention successful.” — The Rev. Leah Daughtry, CEO of the Democratic National Convention Committee
Cruise Ships Cruise lines like Royal Caribbean, Carnival, Regent, Seabourne, Viking and Holland America are taking advantage of the trend toward on-board corporate events with programs tailored specifically for large groups. Jo Kling, President of Landry & Kling, which specializes in managing events at sea, says cruise ships can also be cost-effective. Meals, meeting space, use of audio-visual equipment, recreational activities and evening entertainment are all included, meaning better budget control. In addition, today’s ships also offer a variety of recreational options that can also serve as team- building exercises.
Emerging Destinations 2017
Of course, there is no better place for a corporate event than New York City. But if the urge to explore outside the Big Apple does arise, you’ll want to make sure that the destination meets the basic criteria to be a success: easy to get to, within budget and having the necessary
infrastructure to handle meetings and attendees. Beyond those basic requirements, you’ll also want your destination to have special appeal, such as unique offerings outside the meeting space, as well as a commitment to sustainable practices. With that in mind, there are so many great cities to choose from, including perennial favorites like Orlando, Chicago and Las Vegas. In addition to those, below are a few up-and-coming destinations to consider for your next corporate meeting or event, according to Smart Meetings magazine’s interviews with event managers and CVB’s:
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The holidays are a time when event planners, like Santa, are making their lists and checking them twice. Now is the time to
refine overall meeting plans laid out last quarter and put 2017 event plan details into place. Crain’s Custom Studio suggests inputting important dates in your calendar well in advance of delivery. By creating automatic reminders for tasks you will be better able to keep on schedule and counter Murphy’s Law.
OUT-OF-OFFICE EVENTS
Confirm your company’s attendance at all upcoming 2017 out-of-office events. Make sure that your event, hotel, paperwork and collateral matters are in order so that there are no last- minute or on-site surprises.
If you are sponsoring any events or meeting functions, make sure your sponsorship is confirmed, that payments are on schedule, and your signage and any other promotional artwork is current with company guidelines and ready to be supplied.
If you are an exhibitor, make sure that your booth is in good working order, that your signage looks fresh and any giveaways or booth handouts are
pre-ordered. Assign any booths or booth materials to arrive on the appointed day in clearly marked, trackable deliveries with secure packaging.
Provide corporate accounting with an itemized list of pre-event costs, as well as accrued expenses that will likely be billed post-event. Accrued expenses might include shipping and drayage, on-site business center costs, travel and transfer fees.
Alert attendees of event dates to make sure their calendars are cleared, that on-site client appointments are booked, and their individual travel arrangements are confirmed according to their on-file preferences. The beginning of the New Year is a great time to update employee profiles so that you remain on top of personal information and travel preferences.
Conduct research on your destination city and make your client entertaining reservations early on so that you are not scrambling later for seating at in-demand eateries. This should also include any internal welcome dinners for staff when they arrive for an event or trade show. It’s a good idea to send around a destination cheat sheet prior to an out- of-town meeting or event to help familiarize your teams with the location and to highlight any of the area’s historical sites and attractions.
Decide if you want to deliver an information packet that includes agendas, helpful hints and other items, to your staff’s rooms prior to their arrival to ensure a seamless event experience. Some companies are opting for a memory stick filled
with event information over paper versions that they supply pre-departure or in room.
For conventions and trade show exhibits, consider adding a technology service to your booth. A stand-alone charging station for personal devices becomes a useful tool for attendees and a reason for clients to keep returning to your booth. You can rent one that offers big branding and a small footprint from a company like powertower.com.
Keep an event toolbox. Every event planner should have a resource box (a fishing-tackle box works well) with them on site (whether in office or out) with essential event items such as box cutters, fishing line, scissors, Velcro, double-sided tape, USB flash drives, etc. Now is also the time to restock your toolbox with 2017 express shipping return labels.
IN-OFFICE MEETINGS AND EVENTS
Meet with management in the first weeks of January to outline proposed in-office and scheduled out-of-office meeting schedules. This should include any internal training you plan to do in the coming year for new product launches or business refreshers. Don’t forget to put internal incentive programs on your agenda, too. While management is agreeing to and blocking out live event dates, your calendar should detail the tasks and to-dos leading up to the event in the weeks and months prior.
According to American Express in their 2016 Global Meetings and Events Forecast, training and internal team meetings are predicted to comprise the largest number of meetings. Now is the time to speak with leadership and review useful topics to schedule throughout the year.
Select meeting dates in advance that work for all schedules and do not conflict with holidays, trade shows or other industry functions.
Secure internal conference rooms, meeting spaces and AV needs now. You can always adjust as the year proceeds.
The new year is also a good time to compile year in review (prior year) presentations and review content for sizzle reels. If you have a PR team, compile a book of the previous year’s press clippings as well.
Refresh any corporate signage that may be old or outdated. You should always have a horizontal or standing logoed banner in your closet for last- minute signage requests.
Try a new caterer this year. Meetings are as much about the food as business fodder. Small is the new big, so consider a menu of more tapas-like small plates, sourced locally (keeping in mind personnel’s allergies and vegetarian needs). The International Association of Conference Centers reports that food has become more than just fuel at meetings. There has been an enormous shift toward health and the impact that food can have on concentration and productivity.
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