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In this episode of Not The Same As Last Year, Clare Forestier discusses one of the biggest challenges in event planning today: short lead times. Whether it’s due to budget constraints, economic uncertainty, or the trend of late bookings, planners and suppliers are increasingly having to adapt to events that are confirmed last minute. Clare shares insights from her recent planner forum with the Meetings Events Suppliers Association, where industry experts discussed the effects of short lead times on quality, costs, and attendee experience.
Key Points Covered:
Why Short Lead Times are a Growing Trend: From last-minute budget approvals to clients’ hesitation to commit early, Clare discusses the factors that are driving the shift towards shorter planning timelines.Setting Boundaries and Educating Clients: Clare explores how event professionals can set clear boundaries to maintain quality, even under pressure, and why client education is essential to successful last-minute planning.Smart Technology Solutions: The episode highlights the importance of moving beyond spreadsheets to use cloud-based, event-specific tools that make coordination easier and less stressful.Building Strong Supplier Relationships: Clare emphasises the importance of trusted suppliers who can work effectively under tight timelinesRussell Magnuson https://www.linkedin.com/in/russell-magnuson/
RD Mobile: https://www.resultsdirect.com/rdmobile
David O'Coimin: https://www.linkedin.com/in/davidocoimin/
Nook Event Pods
Andrew Roby: https://www.linkedin.com/in/andrewrobyeventplanner/
The Meetings Event Suppliers Association: https://themesa.community/mesa
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In Episode 29 of Not The Same As Last Year, Clare is on a mission to shake up predictable event formats. Sick of the rinse-and-repeat style that keeps sessions safe but stale? Clare introduces a range of alternative formats that foster real interaction and keep energy levels high. Here’s what’s covered:
Blending Tradition with Freshness: Easy tweaks to familiar formats without alienating cautious clients.Interactive Keynotes: Turn your keynote into a two-way conversation, with live Q&As and story-driven hooks.Panel Revamps: Opt for fewer, more impactful voices and open the floor to audience questions.Dynamic Formats to Try: World Cafés, Fishbowl discussions, and lightning talks that keep attendees involved and energized.Genuine Engagement: What “interactive” should mean—moving beyond polls to create real connections.If you’re ready to stop wasting time with cookie-cutter sessions, tune in for tips to make your events a cut above.
Discover easy, creative tweaks to make your event sessions memorable and exciting for attendees.
Let’s get a bit braver and give that sacred cow of “safe formats” a well-deserved kick.
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Puuttuva jakso?
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In this episode of Not The Same As Last Year, we’re talking about the magic of storytelling and its crucial role in event design. Clare discusses how to use storytelling to create a cohesive, engaging, and memorable attendee experience. Whether it’s weaving the theme into every session, introducing your speakers through compelling narratives, or getting your audience involved by asking them to share their own stories, this episode is packed with practical tips you can apply right away.
Key Takeaways:Weaving the theme: Your event theme shouldn’t just be mentioned in the keynote – it should be the golden thread running through every session.Speaker introductions: Forget boring bios! Introduce your speakers with a story to make them more relatable and engaging.Attendee stories: Encourage attendees to share their stories during Q&A or workshops to build connection and create a dynamic experience.Sponsor involvement: Get your sponsors involved with storytelling to personalise their presence and add value to attendees.Promotion & follow-up: Use storytelling in your event marketing and post-event communication to keep the journey alive.Tune in to learn how storytelling can transform your events from a series of disconnected sessions into a seamless journey that resonates with your audience long after the event is over.
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Let's talk about FOMO — the Fear of Missing Out — and how it can quickly become dangerous at events if not handled with care.
While FOMO can be a powerful marketing tool, if you lean too heavily on it, your attendees could leave feeling overwhelmed, anxious, and dissatisfied.
We explore the fine line between using FOMO effectively and letting it spiral out of control, ensuring your events engage, excite, and never alienate your attendees.
In this episode, we discuss the risks of relying too much on FOMO (Fear of Missing Out) in your event strategy:
The Double-Edged Sword of FOMO: How FOMO can drive engagement but also create stress and anxiety for your attendees if not managed properly.The Danger of Decision Paralysis: Why too many options at events can lead to overwhelm, disengagement, and a poor experience.Avoiding Burnout: Tips on how to create balance in your event, offering engaging content without overloading your audience.Practical Solutions: Using event tech, personalised schedules, and real-time updates to make FOMO a positive experience instead of a stressful one.The Long-Term Impact: How unchecked FOMO can harm your event’s reputation and decrease attendee loyalty in the future.Ready to dive deeper? Download your free guide, five ways to elevate your attendee experience without breaking the bank HERE
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In this episode of Not The Same As Last Year, I'm looking at the world of trade shows and exhibitions to explore why they so often miss the mark when it comes to genuine attendee engagement.
Joining me is Lee Ali, from Expo Stars Interactive, who shares his insight on how exhibitors can stop chasing the same outdated tactics and start creating real human connections that lead to genuine business opportunities.
While Lee speaks from the exhibitor's perspective, there's a huge crossover in how we can make these events more meaningful for attendees.
If you're tired of the frenetic, sales-driven approach of trade shows and want to learn how to make them more impactful, this episode is for you.
To find out more about Expostars Interactive - https://expostars.com/
To find out more about Lee - https://www.linkedin.com/in/leeali5
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This episode of Not The Same As Last Year explains why repurposing event content is essential for making the most of your efforts. We’ll cover why the old excuses for not capturing and reusing content don’t hold up anymore, how repurposing can boost attendee satisfaction and make your job easier, and the steps you can take to turn every session into months of valuable material.
With insights from industry expert Julius Solaris and research from Boldpush, we’ll show you the real impact of repurposing content and why it’s a game-changer for event planners.
What You’ll Learn:
How to turn one hour of event content into multiple pieces of engaging material.Why making content available doesn’t hurt attendance but actually enhances it.Practical tips to extend the life and reach of your event content.How repurposing content benefits both attendees and event planners.Don’t miss this episode—it’s time to stop wasting what you’ve got and start using it to its full potential!
Ready to dive deeper? Download your free guide, five ways to elevate your attendee experience without breaking the bank HERE
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In this episode Clare investigates why certain experiences, like a rock concert, keep people coming back despite the challenges — and it’s all about emotion, community, and connection.
Clare breaks down how to capture that same emotional engagement and sense of community in business events. It’s not about the flashy lights or celebrity speakers but about creating moments that resonate deeply with attendees. She offers practical tips on building emotional connections, fostering a sense of belonging, and designing events that people will talk about long after they end.
Key Takeaways:
How to make attendees emotionally invested in your event.
The power of community and shared experiences in driving engagement.
Ways to create memorable events that go beyond the ordinary.
Don’t settle for just another event; learn how to make yours truly unforgettable.
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In this episode of Not The Same As Last Year, emcee Clare Forestier takes a closer look at who might be missing from your events — and why it matters. Clare reveals the often overlooked audiences who choose not to attend traditional B2B events, such as introverts, neurodiverse individuals, or those with sensory sensitivities.
Clare shares practical strategies to make events more inclusive and welcoming for these potential attendees. She highlights the importance of promoting inclusive features, like quiet spaces, varied networking opportunities, and thoughtful agenda design, to attract a broader audience. Discover how your event can stand out by reaching the people who wouldn’t normally consider attending.
Key Takeaways:
Why considering who isn’t attending your event is crucial.Actionable changes to make events more inclusive.How to market these inclusive features to reach a broader audience.Tune in to find out how you can tap into this untapped pool of potential attendees and create events that appeal to everyone.
Ready to dive deeper? Download your free guide, five ways to elevate your attendee experience without breaking the bank HERE
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In this episode, we chat with David T Stevens, a seasoned event professional and six-time Fittest Male #EventProf, who has dedicated his career to integrating wellness into events. David shares his journey from traditional event planning to a wellness-first approach that puts the attendee experience at the heart of every decision.
Discover how wellness is more than just a trend; it's an essential part of creating sustainable, impactful events that attendees will love. David shares the four pillars of his wellness approach: mindfulness, movement, meals, and meaning. Learn how simple, cost-effective changes can transform your event's success, improve attendee satisfaction, and enhance ROI.
Key Takeaways:
Why wellness is becoming a crucial element in event planning.Practical tips to incorporate wellness into your agenda without breaking the bank.How a focus on wellness can increase attendee engagement and satisfaction.Join us to find out how you can create events that leave attendees feeling energized, valued, and ready to come back for more.
LinkedIn Post for Episode 25: "Integrating Wellness into Events with David T Stevens"
🌟 New Episode Alert! 🌟
In the latest episode of Not The Same As Last Year, I had the pleasure of speaking with David T Stevens, a 20-year event planning veteran and six-time Fittest Male #EventProf! 💪
David has dedicated his career to making wellness a priority in events — and the results speak for themselves. From increasing attendee satisfaction to boosting ROI, his approach to integrating health and well-being into event planning is a game-changer.
We dive into:
🔹 Why wellness is more than just a trend.
🔹 Simple, cost-effective ways to incorporate wellness elements.
🔹 How to create events that energize and engage attendees.
If you want to learn how to make your events truly impactful, this is the episode for you!
Connect with David T Stevens on LinkedIn and Instagram: @davidTstevens
Watch his YouTube series: @ReturnOnWellness
Follow Olympian Meeting on Instagram and LinkedIn: @OlympianMeeting
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In this episode, Clare Forestier discusses the impact of different generations on event planning and attendee experiences. She explores the breakdown of the five generations in the workplace and highlights the importance of considering the needs and preferences of each generation. Clare provides insights into how to cater to different generations at events, including networking styles, technology usage, content delivery, and personalisation. She emphasises the importance of inclusivity and creating meaningful experiences for all attendees.
keywords
generations, workplace, events, attendees, networking, technology, content delivery, personalization, inclusivity
takeaways
Understanding the breakdown of different generations in the workplace is crucial for event planningEach generation has different needs and preferences, and it's important to cater to themConsider networking styles, technology usage, content delivery, and personalization for different generationsInclusivity and creating meaningful experiences for all attendees is keytitles
Catering to Different Generations at EventsThe Impact of Generations on Event PlanningSound Bites
"Is this what these things are like? Are they all this boring and crappy where the only way we can get people to come to us is to offer them free coffee or give them sweets or something?""Attendees are getting younger, and of course, at the other end, attendees are getting older.""It's dangerous to stereotype to that degree, but it is an easy way to make sure that you are considering lots of different needs within your event if you do that."Chapters
00:00
Introduction and Overview
02:24
The Impact of Generations in the Workplace
06:59
Considering Different Generational Needs
10:36
Finding the Right Balance with Technology
13:03
The Power of Personalization and Accessibility
14:35
Podcast OUTRO Image Mixdown.mp4
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In this episode of Not the Same As Last Year, we look into the pivotal role an emcee plays in transforming your event from just another gathering to a truly Attendee-First experience. Clare, an experienced emcee herself, shares why an emcee is much more than a stage host—they’re the event's guiding light, ensuring every attendee feels seen, heard, and valued.
From setting the tone at the very beginning to keeping the energy up, an emcee is the key to creating a warm, engaging atmosphere that adapts to the needs of your audience. Clare discusses the unique challenges and opportunities in virtual and hybrid events, where the emcee’s role becomes even more crucial. Whether handling unexpected hiccups or facilitating meaningful connections, an emcee makes sure your event flows seamlessly and leaves a lasting impression on attendees.
If you’ve ever questioned the ROI of hiring an emcee, Clare makes a compelling case for why it’s a no-brainer investment for any event planner who truly prioritises the attendee experience.
Key Takeaways:
An emcee is essential for creating an Attendee-First event.They set the tone, engage the audience, and make everyone feel included.In virtual and hybrid events, emcees are vital for maintaining engagement and connecting digital and physical spaces.A skilled emcee ensures a seamless flow, handles hiccups gracefully, and maximises audience involvement.Investing in a professional emcee delivers value by enhancing the overall attendee experience and leaving a positive impression of your brand.Keywords: emcee, event planning, Attendee-First, event experience, virtual events, hybrid events, audience engagement, seamless flow, ROI, brand experience.
Ready to dive deeper? Download your free guide, five ways to elevate your attendee experience without breaking the bank HERE
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In this episode of Not the Same As Last Year, Clare looks into one of the biggest challenges event planners face: getting attendees to engage, especially when they seem reluctant. Drawing from her own experiences, Clare shares the reasons why attendees might hold back, from past experiences at poor events to the fear of vulnerability in front of competitors.
But it’s not all doom and gloom! Clare offers practical strategies to turn even the most passive attendees into active participants. From easing them in with fun icebreakers to creating safe spaces for open dialogue, she covers it all. Plus, she discusses the importance of persistence, patience, and the ripple effect of peer encouragement.
Whether you're an event planner facing low engagement or just looking for fresh ideas to liven up your sessions, this episode is packed with insights to help you create events where everyone feels safe, heard, and excited to participate.
Key Takeaways:
Understanding Reluctance: Why some attendees are hesitant to engage.Easing Attendees In: Using low-pressure interactions and icebreakers.Setting the Tone: Educating contributors and attendees on the "Attendee-First" mindset.Creating Safe Spaces: Designing areas for open dialogue and using skilled facilitators.Incentivizing Interaction: Using recognition and rewards to encourage participation.Peer Encouragement: Leveraging engaged attendees to inspire others.Persistence Pays Off: Building a culture of engagement over time.Tune in now to discover how you can transform your events into experiences where everyone feels included and excited to contribute.
Ready to dive deeper? Download your free guide, five ways to elevate your attendee experience without breaking the bank HERE
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In this candid episode of Not the Same as Last Year, Clare Forestier dives into the chaos that sometimes comes with running events and how to turn those moments into wins for your attendees. Drawing from her own experience as an emcee, Clare shares practical tips on managing the unexpected with grace and resilience. She explores strategies to stay calm under pressure, adapt quickly, and ensure that your audience remains at the forefront, no matter what challenges arise. Whether it’s a last-minute venue cancellation or an unexpected guest no-show, this episode offers actionable advice on how to empower your team, implement contingency plans, and transform setbacks into opportunities for growth and community building.
Key Takeaways:
Stay Cool Under Pressure: When things go wrong, the first step is to remain calm and assess the situation objectively.Be Flexible and Adapt Quickly: Fast thinking and flexibility are crucial in finding alternative solutions that keep the event on track.Prioritise the Attendees: Always focus on delivering a positive experience for your attendees, even amidst chaos.Empower Your Team: Equip your team to make decisions on the fly and handle problems as they arise.Document Contingency Plans: Having pre-planned backup strategies can save time and reduce stress in high-pressure situations.Reflect and Learn: After the event, debrief with your team to identify what went well and what can be improved for future events.Embrace Challenges: Treat challenges as opportunities to create a stronger, more engaged community.Keywords:
Event management, handling challenges, attendee experience, problem-solving, flexibility, team empowerment, contingency plans, reflection, learning.
Episode Titles:
"Adapting and Problem-Solving in Event Management""Empowering Your Team to Handle Event Disruptions"Sound Bites:
"First of all, you've got to think on your feet.""You adapt at speed.""Maintain a really positive experience for everyone."Chapter Breakdown:
00:00 - Introduction: Dealing with Unexpected Challenges03:20 - Handling Venue Cancellations and Curveballs04:46 - Thinking on Your Feet and Adapting Quickly06:08 - Prioritising the Attendee Experience07:31 - Empowering Your Team in a Crisis08:24 - Documenting Contingency Plans for Event Management10:43 - Reflecting and Learning from Event Setbacks13:37 - Conclusion: Turning Setbacks into OpportunitiesReady to dive deeper? Download your free guide, five ways to elevate your attendee experience without breaking the bank HERE
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The conversation with host Clare Forestier and guest, Event Psychologist, Victoria Matey explores how to change the status quo in event planning by incorporating brain-friendly strategies.
It discusses the mistakes organisers make - including not optimising content delivery and not providing guidance to speakers on how to engage the audience. Building connections between speakers and facilitating networking opportunities are crucial for creating a cohesive event experience. The loop of engagement can be established by treating attendees as human beings, asking for their advice, and maintaining communication before, during, and after the event. Other brain-friendly strategies include creating a comfortable environment, providing natural light, reducing noise, and incorporating wellness breaks.
Victoria Matey is an event psychology advisor and co-founder of Matey Events, event consultancy and the author of the 'Event Psychology Lab' online course and '10 Principles of Strategic Event Planning' book.
She leads the Event Psychology club, a community and the top resource for eventprofs looking to transform events with brain science insights, and hosts the podcast What If I Told You, the Event Psychology podcast. Victoria has been recognized by Smart Meetings as a Top100 Smart Women in Meetings, a ChangeMaker by MeetingsNet, and in 2022 she was named the Meeting Professional of the Year.https://www.linkedin.com/in/victoriamatey/
Sign up for Victoria's newsletter here: https://eventpsychology.gumroad.com/l/membership
Twitter: @MateyEvents
website: matey.events
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Panels are a classic event format, but are they still fit for purpose?
In the latest episode of Not The Same As Last Year, Clare Forestier discusses the effectiveness of event panels and suggests ways to make them more attendee-centric. She highlights the common structure of panels, where panelists give intros, answer questions, and have limited audience engagement.
Clare argues that panels should only be included in the agenda if they provide value to attendees. She emphasizes the importance of selecting the right moderator who prioritizes audience interest and encourages audience participation. Clare also suggests curating diverse panelists and involving the audience from the beginning of the session. She concludes by offering alternative panel formats to make them more interesting and engaging.
Takeaways
Event panels should only be included in the agenda if they provide value to attendees.Select a moderator who prioritises audience interest and encourages audience participation.Curate diverse panelists to promote different perspectives and viewpoints.Involve the audience from the beginning of the panel session to make them feel engaged and included.Consider alternative panel formats to make them more interesting and engaging.Chapters
00:00
Introduction: The Problem with Event Panels
05:33
Chapter 1: Making Panels Attendee-Centric
07:26
Chapter 2: The Role of the Moderator
12:00
Chapter 4: The Art of Panel Curation
16:44
Chapter 5: Involving the Audience
19:32
Chapter 6: Exploring Alternative Panel Formats
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Today's conversation explores the use of AI in event planning and management. I'm joined by AI Event Prof, Anca Platan Trifan to discuss the benefits of using AI tools like ChatGPT to save time, improve productivity, and enhance the attendee experience. Anca emphasizes the importance of learning and embracing AI to stay competitive.
We also touch on the fear of stepping out of one's comfort zone and the need to adapt to the changing landscape of technology.
Takeaways
AI tools like ChatGPT can save time and improve productivity in event planning and management.Learning and embracing AI is essential to stay competitive in the industry.AI can be used to generate interview questions, automate proposal generation, and extract information from LinkedIn profiles.Stepping out of one's comfort zone and adapting to new technologies is crucial for success in the future.Using AI in event planning can enhance the attendee experience and make events more engaging and interactive.check out Anca's free and paid courses here: https://treefanevents.com/ai-in-events-mastery/
find Anca on Linked In here: https://www.linkedin.com/in/ancatrifan/
Follow Anca on Instagram here: @treefan_events
Listen to Anca's podcast here: https://eventsdemystified.com/home
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Content matters at events, but not at the expense of collaboration and contribution. In this episode we talk about adjusting the balance so that your attendees aren't just learning but also contributing to your event.
Summary
In this episode, Clare Forestier discusses the three Cs of events: content, collaboration, and contribution. She argues that traditional event models prioritize content over collaboration and contribution, and suggests that allowing more attendee involvement can lead to richer discussions and connections. Clare shares her experiences attending the annual UK conference of the International Association of Facilitators, where facilitators guide discussions and activities to achieve specific goals. She emphasizes the importance of attendee contribution and collaboration in creating a more relevant and valuable event experience. Clare also provides tips for incorporating interactive workshops, networking sessions, and technology to enhance collaboration and contribution at events.
Keywords
events, content, collaboration, contribution, attendee involvement, traditional event model, facilitators, interactive workshops, networking sessions, technology
Takeaways
Traditional event models prioritize content over collaboration and contribution.Allowing more attendee involvement can lead to richer discussions and connections.Attendee contribution and collaboration are important for the success and value of an event.Interactive workshops, networking sessions, and technology can enhance collaboration and contribution at events.Ready to dive deeper? Download your free guide, five ways to elevate your attendee experience without breaking the bank HERE
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Feedback is crucial to attendee satisfaction and improving your events. In this episode, we explore how to ask for attendee advice (not feedback!), the right questions to ask, and how to implement the insights you gain to create attendee-centric events.
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In this episode, Clare discusses the importance of giving attendees time and space at events. She highlights the problem of jam-packed agendas and the need for attendees to have time to think and absorb information. Clare emphasizes the importance of self-care and creating inclusive spaces for all attendees. She shares examples of events that have successfully incorporated time and space into their agendas. Clare also suggests strategies for adding white space and breaks into event schedules.
Link to Adrian Segar: https://www.conferencesthatwork.com/index.php/event-design/2012/01/the-science-of-white-space-at-events/
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In this episode, Clare Forestier discusses the importance of effective and enjoyable networking at events. She emphasizes the need to create an environment where attendees feel comfortable and empowered to make genuine connections.
Clare suggests understanding the preferences and networking goals of the audience to tailor networking activities accordingly. She provides practical tips such as using readable name tags with conversation starters, mixing up seating arrangements, implementing icebreaker activities, and creating dedicated quiet spaces.
Clare also highlights the role of technology in facilitating networking and the importance of structured guidance and allocated time for networking. She encourages event planners to consider targeted matchmaking, nurturing connections after the event, and training networking ambassadors.
The episode concludes with a call to be inventive and share ideas for improving connection building at events.
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