Roasted Reflections

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

Airport Foot Massage

I’m not a huge fan of scripted ice breakers, but one that caught my attention, invites people to share something that others in the group may not know about you.

There are many ways to approach such a prompt, but a fun response I once threw in the mix, was my unassuming indulgence of foot massages in airports. There’s something luxurious about having your tired feet rubbed while endless strangers pass by, lol! Along with a very public layer of mental relation, the tightness of your body is basically fixed after a conference, golfcation, snowboarding, or any time you had fun while being away on travel.

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Now that you’re smiling, and also secretly planning to try this next time you fly, follow along to reflect on how we approach our endless transitions.

The thought of “transition” came to mind when a recent airport masseuse was melting my feet into mashed potatoes. The subtle tension of this mini moment arrived as the artisan prepared to switch from one foot to the next. There was an undercurrent of disappointment in that one foot’s rub was coming to end, yet this feeling disappeared when the next foot received its first touch of attention. This is quite a stretch, haha, but this tiny transition made me want to explore these kaleidoscopic moments.

Unconscious transitions are constantly happening all around us, yet some transitions bring forth extra weight or take more time than expected. The path for a smooth transition will be different for every situation, but here’s one tactic to try as you navigate your next transition: Acknowledge the past, then use the present to concentrate energy toward what’s next.

This seems obvious, but such centering can be challenging, as the ego often tries to pull us back to what we may be leaving behind. To surpass these ornery moments, take immediate action toward your forthcoming future.

For example, I think back to when we were first building the Regional Rep role for 1 Million Cups. I remember how hard it was transitioning out of my role as a lead 1MC organizer within the local startup community I care so much about. I had loved organizing 1MC in Des Moines for so many years, and every Wednesday morning felt like a ritual that never got old. As I transitioned into my expanded responsibility, whenever a sense of lose or thoughts of “what if” arose, I took abrupt action. Instead of dwelling on the comfort of what I was stepping away from, I twisted toward my own next. In these moments of uncertainty, I left a sense of lose behind by brewing new connections with more 1MC organizers I was excited to support/connect in the new Regional Rep role. This progressive action helped build relationships and a lot of constructive momentum. Over time, what first felt transitional, soon became my practice. This clarified my new role while also providing space to evolve for the new 1MC organizing team in Des Moines.

Wow. That was over four years ago! I’ll always be a 1MC organizer in Des Moines, but that progressive action helped me move forward and released personal bandwidth needed to help build my new role with the Kauffman Foundation. Fast forward to now. I’m still an active 1MC attendee here in Iowa, but I’m also blessed to collaborate with hundreds of remarkable community builders, ecosystem builders, and 1MC organizers throughout all 12 states that make up @1MCMidwest. Even more, after years of complex work with 1MCHQ and the other four Regional Reps, #1MCNation is now more aligned and supported within it’s connected era. As with most ventures, there will always be more to do and everything will continue to evolve, but it’s such a gift knowing so many lifelong friends are enjoying coffee every Wednesday morning, in over a hundred 1MC communities nationwide.

Hopefully the lighthearted ice breaker, followed by that oddly connected reflection, inspires you to stay energized as you grow from within your next transition.

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To celebrate Valentine’s Day, here’s a telepathic gift. Think back to when you enjoyed a relaxing massage, yoga, workout, or meditation. Alright, in that peaceful state of mind, close your eyes and enjoy five deep breaths. Ahhh…alright, get back to building.

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

Hybridize

Think back to when you were a kid. Remember that feeling of waking up to a winter wonderland? It’s a snow day! Fresh powder may cause mayhem for some, but all that mattered back then, was how quickly we could get outside to enjoy the day’s frosty gift.

This week we received a few feet of fresh snow. I love the feeling of a blank canvas this provides. I also like to think that one signal for success as an adult, is found in those who have not lost their childhood spirit, so when our little one gets excited about playing in the snow, I make it a priority as well.

After a rushed breakfast, we spent much of the day on a sledding hill. I found myself reflecting on the interactions of this momentary community. The actors are always different people, yet often play the same roles. You have the first-time sledders who are curious, excited, and afraid. In contrast, the action junkies are pushing to always go faster and higher. The adults are on snow patrol, but the personality that I find most interesting, are the hybrids. These are the kids who appreciate the exhilarating activity, but unite others by creating space to ensure newcomers are safe and also having fun. There’s an empathetic maturity in their welcoming enthusiasm.

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The original title was Snow Days.

Fast forward and these hybrids continues to bring things together. We see them in technology, translating nerd to normal, then back from normal to nerd. They are the teachers who inspire our next generation and encouraging children to think differently. Community builders are often hybrids too, as it takes a metaphoric spider to weave, explore, and tighten a collaborative web of actors, factors, and instigators together.

There are many other examples of hybrids connecting dots in almost any environment and they’re all valuable connectors that play important roles. When we think through the lens of complex adaptive systems, hybrids are those who can inclusively identify all that may be possible. They appreciate the entire spectrum of different parts within the system, as well as, the interactions between everything. Almost like chameleons, hybrids have the ability to take different shapes in order to facilitate positive interactions between different perspectives. When this skill is applied through a holistic, positive-sum lens, the effect can be surprisingly wonderful.

For those already hybridizing, thank you, stay curious, and don’t underestimate the limitless value you bring. For those who may not feel such a blended spirit, continue to lead the tribes you trust, but allow intellectual humility to welcome doubt. Such empathy paired with a genuine interest in collaboration, will inevitably unlock fresh ways for those you care about to achieve even more.

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This year-end Tweetstorm was epic and left behind some updates to my website, including a linked library to explore all my Roasted Reflections – https://BenMcDougal.com/Roasted-Reflections

As we reach the end of this wintry ride, I’m grateful for snow days that provide an unexpected chance to slow down. These cozy times provide us a chance to rest and have some fun, while also reflecting on all that’s good. Cheers to these mini moments chilled in our memories, but also to allowing the freeze to melt as we let thoughts pass and stay open to next.

By Ben McDougal, ago