Entrepreneurship

Online Event Management

Live event management is a handful. Virtual events should also be well thought out. How can we create a memorable experience when everyone is participating online? Let’s teleport into this topic together.

First, consider what must be accomplished. What cannot be achieved without this time together? Determine how long the virtual experience should last. It’s usually less than you think. Next, line up the right technologies to ensure it fits the needs of your virtual experience. As tech is selected, use security tactics to avoid unwanted distractions. With objectives and logistics in place, it’s time to flesh out the experience.

While our connected era has unlocked the next level of efficiency with these virtual interactions, a drawback to online gatherings is the lack of time before and after a meeting. This means there’s less serendipitous interplay. Stay efficient, but it may be wise to weave in random value through manufactured moments that still feel natural for participants.

As attendees arrive, use your opening remarks to set the tone. Generate cohesion with jolts of genuine energy as any rules of engagement are quickly confirmed. If there’s a meeting agenda, run through that and connect it with meeting goals so attendees know what to expect.

After a welcoming attendees with a concise, energizing, and clarifying introduction, have fun unpacking the primary discussion. Stay on task and try to avoid distractions, but leave time for interactive dialogue. With less open dialogue due to the limitations of a virtual experience, this is one way to create space for those manufactured moments of serendipity. These conversational buffers help to avoid having the loudest voice be the only one that’s heard and invites an inclusive environment with deliberate space for everyone to participate.

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The term “hybrid” is hard to define. There’s value in weaving tech into in-person events so that others are able to virtually feel the experience. There’s also value in keeping things simple so the focus remains on your attendee’s engagement. Experiment with what works for you, but one interesting combination is to go all-in with live events, and then add strategic online events into the mix. This avoids fragmented coordination, eliminates the hollowness of virtual content within an in-person experience, and creates ease for organizers who benefit from both types of environments.

As you bring your online events together, you want interactivity so it’s not talking heads with attendees pretending to listen. Do this by including icebreakers, musical moments, pop-up polls, breakout discussions, scavenger hunts, doodling exercises, physical activities, and scheduled breaks. Encourage note taking and grab screenshots as artifacts to share later. Leave time for questions before wrapping things up.

As you bring things to a close, it’s important everyone feels a sense of accomplishment. If ramblings drag on before the meeting abruptly cuts off, people will leave feeling empty. Keep the virtual energy juicy, review key takeaways, and encourage action to tie a bow on the efficiency of all your online events.

By Ben McDougal, ago

Live Event Management

There’s something exhilarating about bringing people together to enjoy an experience you built. Anyone can bring a few friends together. Creating an environment for the public to connect requires more attention.

Controlling the chaos of an event is easier with solid planning beforehand. First-time events are always the hardest, but every event has unknowns. The more thought put in before people arrive, the smoother your attendees’ experience will be.

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I’ve developed and managed countless events throughout North America. More tips and tactics, as well as, insight from my own experience is layered into the Event Management section of YDNTB.

Basic details include the venue, time, and guest list. Who’s the audience? Based on those you want to attend, how can the venue support the right vibe and is it accessible? How will transportation and parking work? Looking at community calendars, will your event compete with other related events?

With basic event details in place, how can you promote this event so people you want to attend notice it? Will a website be needed or is social media enough? Is it free to attend or will there be a cost? If it’s free, how will you cover costs? Speaking of costs, how could sponsorships work? What’s the plan for food and drinks? Is there a registration process? If not, will you still be able to gather attendee data? Is security staff needed?

Think about your own goals for the event and how you want attendees to feel when they leave. Beyond the basics, what’s the agenda look like? Will there be any sort of programming? What about special speakers? As the host, if you plan to say a few words, what are the key points you want to make? Are activities planned or is casual conversation enough to keep everyone engaged? Will you be able to capture enough media while still managing the event? If not, does it make sense to hire someone to capture photos and video to use later? Can you rally attendees by connecting them on social media before, during, and after the event? Could showcasing live social media activity boost awareness for those unable to attend? Where’s a good place to send everyone interested in the after-party?

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Stay tuned! Next week we’ll shift focus to online events.

One common mistake is assuming an event is over when the last guest has left. Detailed planning leads to smooth events. Concerted efforts to commemorate events lead to future opportunities. Finish strong with thank-you notes, tagged photos, video highlights, recap articles, and follow-up conversations.

Event management is challenging and stressful, but super energizing. The more you bring people together, the more effective you’ll become. As the basics become second nature, it’s easier to get more creative. This leads to larger crowds, more memorable experiences, and longer-lasting engagement. Like everything, the more you practice, the better you get.

By Ben McDougal, ago

First in Line

There’s something special about being first in line.

Being at the front of a line means you’re committed. You’ve made some form of sacrifice to ensure you’re first to experience something you care about. The unknowns of arriving in time to secure this coveted spot requires a concerted effort, but a sense of pride materializes when everything goes to plan. When was the last time you where first in a long line? My hope is that the wait was worth it!

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FliteBrite is bringing our beer festival app out of hibernation. Here’s the line that inspired this week’s writing.

When I think about being first through the lens of innovation, first in line is not such a desired position. Being first gives entrepreneurs a chance to take an early lead, but early leaders don’t always win in the end. The headwind is strongest when you’re in front. When your art involves creating something the world has never seen before, enthusiasm from early adopters is often met with pernicious friction. One common source of friction is the almost endless time spent educating the prevailing market. This protracted process wears on even the most resilient and exhausts resources every step of the way. Along with frictions that come with being first, without any clues from past success/failures, it’s harder to avoid potential pitfalls as well.

There’s value in a head start, but the early market leader often falls behind the innovation curve. Please, never hesitate to forge into the unknown, but remember that when you lead, others will always be chasing you. If you’re building in front, stay ahead with epistemic humility, a challenge network that invites you to be wrong by avoiding groupthink, a genuine desire to accelerate others, and bold leadership that allows intrapreneurs to stay wild. If you’re the one chasing, which is far more common, you’ll need to be innovative to find product-market fit, but it’s nice knowing there’s an existing path with fresh opportunities to champion change in an existing environment.

Alright, let’s add some sugar.

What if we don’t have to be in the line at all?

The front of any line may be a traditional way of getting ahead, but this requires time with no guarantees and you’re still relying on some else to let you in. If this activity is something you really enjoy, be conscious of how business can sometimes kill your passion, but there’s usually a way to be less of a spectator by getting more involved. One way to do this is by combining your creative skills and an entrepreneurial spirit to wedge yourself into the experience itself. This requires initiative, but volunteering, building into a side hustle, or using content creation skills can quickly become your ticket to skip the line all together.

By Ben McDougal, ago

Ship It

We are all artists. No matter what you create, there’s a distinction between creating art and shipping it.

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Here’s a useful definition of art. How does (re)defining art this way change the way you think about your own contributions? What is your art?

My favorite author, Seth Godin, often writes about going beyond the status quo by creating remarkable art. As we explore and expand our creative practice, Godin also suggests that if we don’t ship our art (i.e. send it out into the world), that it is all for naught. He leans on how art is all is about connection, and if nothing is shipped, there cannot be connection.

Entrepreneurs, intrapreneurs, side hustlers, students, and community builders willing to ship, fuel positive change with their art. Unfortunately, the ego often fears external evaluation. This fear is compounded when a lack of success may occur, which is always possible. As apprehension calcifies over time, it becomes tough to resit the temptation of hiding our thoughts, emotions, and activities within the safety of solitude.

Creating art to enjoy by yourself can build skills and provides internal layers of sentimental value, but to go beyond the status quo, push past the fear of feedback.

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Failure is an illusion. We either succeed or learn.

The world is loud, so avoid wasting time shouting just to make noise, but know that we need you to ship your art. This encouragement is not an excuse to rush into bad ideas, ship something that hasn’t received proper attention, or not deliver on a promise. It is however, a friendly reminder that pursuing perfection can devolve into an enemy of progress.

We’ve all heard inspiration like that before, but listen to those you admire. Perfection is rarely required when all you need is enough success to continue creating art. Let such liberation fuel confidence. Translate expanding confidence into fresh curiosity. Augment this curiosity with creative action. Rinse and repeat.

As belief in oneself grows, one interesting hesitation is disguised by good intention. We tell ourselves it’s not wise to be too self-serving. This is virtuous, but sometimes endless humility makes silence feel safe. As we protect ourselves by staying quiet, a self-limiting restraint develops. For example, many people find writing into journal to be therapeutic, but are quick to dismiss the idea of sharing these beautifully raw writings with others. Of course it’s good to internalize some things, but as you learn more about yourself through writing, know your art can make an expanded impact when it ships.

Ready to ship your art? Think about your own super powers and the people you care about. How might connecting these two things provide value? Experiment with small actions and as this develops into a practice, expand the connected nature of your creativity. As your art connects with those who care, find a cadence that allows you to be consistent. Seth Godin suggests that we all ship something daily, but one size does not fit all and the right tempo depends on the art you’re planning to ship. To find your own signal, consider your personal bandwidth and the audience you seek to serve. Talk with others and experiment, then tweak your timing to find the right rhythm.

If you’re shipping art, I’d love to hear what makes it remarkable and how you stay consistent. If you’re looking for new ways to make a ruckus, the Roasted Reflections library and my curated Resources page will help spark fresh movement.

No matter your current state of now, thank you for continuing to create art. More important, thank you for being courageous enough to ship it.

By Ben McDougal, ago

Early Moves

So you have a business idea you’d like to explore? Yes!

It’s easy to say “Let’s gooo!” but when you say yes to something, you’re also saying no to something else. This is opportunity cost, so be strategic with your early moves. Before you go too far, remember that an appropriate “no” early on is better than a long, wrong “yes.” Let’s explore how to decide what ideas to activate and how to help them bloom.

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Things you dedicate time to will grow.

It takes discipline, but time alone with any idea is a good way to avoid swinging at bad pitches. Dig into online research before going too far. Determine what related products or services already exist. Run some numbers. Talk to potential customers and see if you can snag a few preorders. The goal is to understand the realistic impact you may be able to make in the market by confirming it’s something strangers are willing to pay for.

If you start to feel genuine interest, talk with others who may be interested in collaborating. Think about your own skills to identify where you’ll need help. Attend related events to further qualify early concepts. Even if you’re not ready to share details, the readiness to Show Up and #GiveFirst often leads to new allies who can connect dots as you continue working through ideation, team development, research, and testing.

Before you go much further, take a pit stop with your future self. Is this a business/market you want to work on for the foreseeable future? If you like to quilt, it doesn’t mean you should start a quilting business. The hardships that come with being a business owner can actually kill your passion. Dance with all your ideas, but recognize when something should remain a hobby.

Early moves are exhilarating, but there’s value in being efficient as you decide if something is going to work. If this evolving business idea continues to touch your heart after internal and external analysis, you may have something ready to pursue! Inspiration is perishable, so when this happens, be ready to take action. As you do, stay patient. It’s not how fast you move, it’s that you find ways to keep moving. Avoid the headline trap and find lasting energy knowing that even hints of progress can nurture an idea toward reality.

As you continue moving forward, think big, but remain realistic by doing one thing really well. Stay intellectually humble and welcome doubt by working with others and be ready to iterate quickly. It often takes many versions of an idea to land on something ready for the wild.

By Ben McDougal, ago