Event Staging

Philadelphia Eagles Victory Parade

Posted on: February 9th, 2018

IMS Technology Services was proud to support the Philadelphia Eagles in the Super Bowl Victory Parade on Thursday, February 8, 2018. Fly Eagles Fly!

6 Reasons to Consider A Content Management System

Posted on: February 5th, 2018

Maybe you’ve heard of the internet and intranet, but have you heard of a “sneakernet”?

That’s the term for when data is transferred by physically moving storage media, like a USB drive. Sometimes it’s faster to physically carry a hard drive from one location to another than try to transfer it over a network. (In one September 2009 test, a messenger pigeon carrying a 4 GB memory stick over 60 miles was faster than a DSL internet service provider).

Thankfully in the case of meetings, presenters don’t usually have PowerPoint files that are several terabytes. So why do many big events still have presenters physically carrying a USB drive to their session room? Here are some reasons to consider an event content management system, or what some call speaker concierge services.

Connect speaker ready room to session rooms

The most basic feature of event content management systems is that presenters or staff can load presentations in the ready room or elsewhere, and the files are immediately available in session rooms.

Instant and universal updates

Should an update need to be made after files are uploaded, a change in one place means the file is updated anywhere you access it on the network.

Collect and confirm

Files can be validated / checked for errors by default when they are uploaded. If your organization has required disclosures and agreements in place, the system can make sure that they are signed before presentations may be uploaded.

Display info on digital signage

Information entered into the platform can be used to drive digital signage – the displays can sync and change as often as room presentations do, displaying info like presenter name, picture, and presentation title.

Session recording

Event content management systems can be used for slide capture and audio recording.

Online library

With a content management system you have a digital archive of the materials collected – potentially presentations, abstracts and captured lectures. Content is searchable and can be used for CME accreditation / eLearning. Where appropriate, content may also be monetized.

An event content management system allows for a single tool to manage content before, during and after your event. If any of these features sound appealing talk with your AV partner for more information and recommendations!

Article written by Greg Kamprath, National Account Manager for IMS Technology Services

Changing Your Mindset

Posted on: February 5th, 2018

“Whether you think you can, or whether you think you can’t, you’re right.”

We’ve all heard the adaptation of Henry Ford’s famous quote about self-belief. It applies wonderfully to an array of topics, and as live event/marketing professionals, it is quite important to our individual (and greater) successes. Personally, I see it in action all day every day.

Every day we make decisions that affect the outcome of the day, positively or negatively. We choose to believe in ourselves and our abilities, or we don’t. Either way, you are correct. But in that, we all have the capability to change our outcomes, and change the outcomes of our events. I’ve found that the basis for our ability to influence our outcomes stems from our individual mindsets. If we are positive, believe in our own abilities, take accountability for our actions, and put out a good effort – odds are that is the reality you are going to find in the world. Similarly, if you are negative, find fault, and blame others, you’ll get caught up in a cycle that perpetuates those feelings and actions.

You may question “I am on a team of people with different personalities and agendas, how does that affect me?” It’s simple. The positivity you put out is infectious. It is a rallying point, and you attract the “vibes” you are putting off. You get what you put in, reap what you sow, get what you give … no matter how you say it, it effects everyone around you. If you have the self-confidence to believe in yourself (and your event/team/etc), those around you will feed off of it.

Recently, my company hosted our annual “kickoff” event. The keynote speaker was John Foley, of the famed “Blue Angels.” John’s entire message was simple, you are in control of your own person – to own your thoughts and actions, and be a better member of your team (business, community, etc). Part of John’s message was to promote positivity and gratitude to influence yourself and others. At the crux of his message was this moniker; “Glad to be Here.” Glad to be Here was the token phrase of the Blue Angels, they used it as an affirmation time and time again. It was to interrupt negative patterns, and reinforce good ones. At the core of Glad to be Here was gratitude led to happiness, happiness led to performance, high performance led to success, and so on. His enthusiasm and energy were infectious – not only to our team, but the many people he talked of and met before us. He was shaping our mindset for success.

Working in live events, you can see how a mindset can affect things around it. We know adversity is going to happen, often. What happens in the face of adversity will determine successes, or failures, of your events. How do we react to change? How do we influence our surroundings, rather than our surroundings controlling us? We start by ourselves, by changing our own mindset, because if we do, others follow, and so does success.

Article written by James Coughlin, National Account Manager for IMS Technology Services

The Road to Repack: Broadcast Spectrum Transformation

Posted on: January 30th, 2018

Original article written by Aram Piligian, Senior Audio Engineer for IMS Technology Services for RFVenue.com

As we begin 2018, one topic that’s on the minds of audio professionals across North America is the TV broadcast spectrum repack, set to begin in the second half of the year. Television stations will cease broadcasting in the 600 MHz band, and cell phone companies will begin using that space. Displaced stations are either going dark or moving to lower frequency bands, making an already-crowded RF spectrum even tougher to navigate for users of wireless microphones, IEM, and communications systems. For many companies and organizations, losing the 600 MHz band means a significant number of wireless systems must be replaced. Some are wondering if these purchases can be delayed or spread out over the next eighteen months, and the answer is not simple.

What should we expect between now and July 2020?

The repack process is like a dance, choreographed by the FCC in conjunction with broadcasters. Because many stations are moving to RF channels that are currently occupied by other stations, these moves must be made in a coordinated fashion to minimize interference between transmitters. These dependencies are referred to as ‘linked station sets’—the largest of which consists of 94 stations across the Mid-Atlantic and Southeastern US, followed closely by another set of 89 stations in the Northeast and Canada.

Maps showing two ‘linked station sets.’ Compiled from FCC Phase Assignment Tableau File

This ‘dance’ is scheduled by the FCC across ten phases (pictured below), ranging from one to four months each. In some markets, like Boston, the repack will be gradual, spanning multiple phases and almost nine months. Conversely, the Dallas market (among others) will transform during just one phase, over the course of two months. This phase schedule is the basis for the Repack Timeline Overview chart featured below.

There are already some great resources that illustrate the final post-repack layout of the VHF and UHF bands available—for instance, Radio Active Designs has a very easy to navigate tool here that covers many different markets. Until the repack is complete, however, things are still murky. The FCC’s transition documentation only includes stations that are changing. With IMS Technology Services needing to navigate all these changes I created The Repack Timeline Overview Chart. It was compiled by cross-referencing current spectrum data to the FCC’s Phase Assignment Timeline, giving us a window into the near future. An excerpt is below, you can download the full document here.

The FCC’s schedule for New York, Boston, and Dallas spectrum repacks.

What should we be prepared for?

As TV stations in the 600 MHz range shut down their transmitters, cell phone providers will begin to test and deploy their systems. T-Mobile, eager to roll out service, has already begun to provide financial incentives to stations that can move earlier than their expected date. Thus, the Repack Timeline Overview is a best-case scenario—many changes may happen earlier. The message is clear: the 600 MHz band is not ours anymore.

We are going to see a lot of changes in our RF environment over the next few years. Some of these changes (like TV stations going dark or changing frequency) can be anticipated and planned for, as broadcasters have a duty to inform the public when a station goes off-air. Other changes, such as cell providers testing new systems, may happen without warning. Thus, getting out of the 600 MHz band should be a top priority for production and rental companies as well as venues, houses of worship, and installation environments.

However, even if your wireless gear is in a ‘safe’ band, your work is not done. The repack affects the entire spectrum—not just the 600 MHz band. Frequently scanning the RF environment and using professional frequency coordination software is essential to ensure as smooth a transition as possible.

IMS Deploys Martin Audio at the 2017 US Open Squash Championships

Posted on: December 1st, 2017

After producing the US Open Squash Championships in Philadelphia for seven years, IMS Technology Services noticed a distinct improvement in the audio quality after switching to Martin Audio CDD-LIVE speakers for this year’s event.

As IMS Director of Audio Chris Leonard points out, ‘We definitely upgraded the speaker coverage with the Martin Audio CDD-LIVE 12’s and 8’s. They had a major impact on the environment with their low-end extension and consistent wide coverage. There’s no good place to put subs at this event, so having a speaker with the low-end power of the CDD-LIVE series really helped us out with adding excitement to the audio quality and coverage. This was the 7th year we’ve done this event and by far the best sounding one yet.’

The Championships takes place at Drexel University’s Daskalakis Athletic Center with a custom ASB glass squash court placed in the middle of the gymnasium floor with the audience of just over 1,000 surrounding the court on all sides. IMS, a nationwide company that does full scale production for corporate, higher education and performing arts along with corporate AV installs, has produced this one-of-a-kind event since it moved to their home base in Philadelphia.

This was also a breakthrough year in that the Egyptian male and female champions – Ali Farag and Nour El Tayeb – made history as the first married couple in sporting history ever to win the same major sports title on the same day.

Continuing his discussion of the audio challenges for the championships, Chris explains, ‘There’s a referee on a headset mic in the center of the gym just outside the glass court and he has to be live the whole time and loud enough to be clearly heard by the players and everyone in the place because he’s calling the score and in constant communication with the players.

‘Then they have an emcee that does the player introductions, lots of live music stings, and the need to maintain a pumped-up environment for the presentation. So, in between match play, there’s plenty of high energy music and lots of lights flashing.’

According to Chris, budget and logistic limits eliminate options such as line arrays, ‘but the ability to maximize the return on investment with CDD-LIVE was very helpful. What’s nice about these speakers is the wide 110-degree coverage which only required two per side, so the width of the coverage across the space and the low-end extension really gave the show additional excitement and a feel they hadn’t experienced at the U.S. Open before.’

The actual deployment consisted of four CDD-LIVE 12’s with one flown in each corner from a special truss while two CDD-LIVE 8’s were flown over a VIP bar area for additional reinforcement because it was located outside of the main area of coverage. An additional CDD-LIVE 8 was used to assist Chris in monitoring the event from backstage.

Summing up, Chris adds, ‘The Dante networking is great too. I could run the signal in stereo to give it an extra-wide feel. It allowed me to easily distribute signal across the venue with enhanced audio quality and greater flexibility.

‘There’s no doubt CDD-LIVE made a big difference because of the coverage and clarity. In the past, we’ve had trouble getting the ref’s mic loud and clean enough across the whole venue but I could do it now across the whole space without any feedback and with great clarity. When I was playing the music and stings, the U.S. Open Tournament Director Graham Bassett noticed the low-end energy in the space and mentioned to us that the audio sounded noticeably better than in the past.’

Perception vs. Reality

Posted on: November 1st, 2017

Each individual has his or her own perception of reality. The implication is that because each of us perceives the world through our own eyes, reality itself changes from person to person. While it’s true that everyone perceives reality differently, reality could care less about our perceptions.  Reality does not change to adapt to our viewpoints; reality is what it is:

Reality is fact.

Reality is truth.

Reality, however, is not always a known, which is where perception of reality comes in.  While reality is a fixed factor in the equation of life, perception of reality is a variable.

When it comes to your company’s costs, perception is reality. About 72% of people say that the reputation of a company or product can impact their decision to buy or not to buy. Before buying, about 61% of consumers conduct some research online and 43% of those read online reviews and opinions.  4 out 5 consumers will reverse their decision based on reviews they read online.

How clients view you is everything, and consistency is key! Brand management is something you need to take seriously from day one and throughout the life of your event, venue or service.

All initiatives, events and marketing campaigns should align with your overall mission and vision. Everything from your website, to social media, to event setup should reflect what you’re about.

You’ve probably heard it said that a happy customer only influences a handful of others, while an unhappy customer will influence dozens about a negative experience they had with your event, venue or service. One of the best things you can do for brand management is to offer excellent and fast customer service. If a customer has a problem, apologize and fix it as quickly as possible.

When working through an RFP or RFI process, you must provide exactly what the end client is asking for in their RFX.  Any missed or disorganized information will give your potential client (or in some cases, current client) the perception that you are not really interested in their business or that you do not provide the quality product or service they are looking for in a vendor/partner relationship.  It’s ok to provide additional details or options to their request but don’t ever leave the RFX to guess work.

When it comes to pricing think about the automotive industry.  We expect an S Class Mercedes to cost more than a Ford Pinto.  Why, because the perception and reputation of the two different cars is the buyer’s reality. Buyers will announce to the world, easier than ever before through social media, that they are thrilled or disappointed with their purchase regardless of the cost or the product or service.  Now, irrespective of whether you target an audience that historically spends more or less for a particular product or service, you must ensure that your product, services and customer service is top notch based on their expectation. When issues arise, your response must be laser-focused and responsive to confirm with the client that your costs are worth every penny.  If you have the luxury to offer multiple levels of products or services, you most uncover exactly what the client is trying to accomplish and ultimately who their audience will be.  This should confirm that your offerings are accurately matched to their needs.

Despite the big overlap between our perspective client’s perceptions and reality, there is indeed a gap between them.  We just have to look carefully to see it instead of jumping to conclusions based on some (but not all) available evidence.

So, how exactly do you untangle perception from reality?

  1. First, uncover any issues or problems that your client has had and would like to avoid in the future.  Really get to the heart of what’s bothering them and what they would like to shift or change.
  2. Next, consider how they might be perpetuating the problem or issue (i.e. buying habits).  Brainstorm as many of these types of contributing factors as you can, however small or insignificant they might seem.  Pay particular attention to key words or phrases.
  3. When you have exhausted all areas of their past experiences, ask if there are any other stakeholders that may be involved in making a decision and uncover their past issues or problems as well.
  4. Then, evaluate their responses with your team and underline any uncovered issues that appear more than once. 
  5. Find as many ways to support their key needs and avoid past issues and illustrate in a cohesive presentation that the client will understand.
  6. Once you and your team feel like you’ve got it and have the right solutions to perfectly match their needs, present your offerings with supporting testimonials, case studies, and references.


Article written by Mark Steinmetz, National Account Manager for IMS Technology Services

7 Ideas to Inspire Wellness at Your Event

Posted on: November 1st, 2017

Wellness of your attendees is always important to focus on when executing an event. It shows the attendee that you care and could make individuals more productive or willing to learn.

The options to incorporate wellness into your event are infinite, but here are just a few ideas.

Get physical – Including an organized workout program before sessions start for the day is always a great idea, but not everyone is a morning person. Perhaps consider lining the perimeter of your general session with workout bikes or incorporate under desk bikes or stability ball chairs in breakout sessions.

Focus on presenceMeditation pods in lounge areas or facing windows can be helpful, and you may consider adding noise cancelling headphones for silence or provide a playlist of calming sounds/songs to choose from. I have even seen corporations engage local wellness partners and, in addition to workout classes, they will offer a guided meditation workshop 30 minutes prior to opening sessions.

Let’s face it … some people just aren’t into meditating … consider making an attendee feel more present by utilizing attendee generated content, accountability check-ins and experiential learning techniques. Contact Julie Renninger for ideas.

Responsible F&B choices are really where attendees will feel the difference. Serve foods that create energy, and not fake energy in the sense of caffeine, sugar and carbs. Consider a fresh juice bar in conjunction with coffee, and offer low calorie, all natural and local products. Here is a list of best diets in 2017 by US World News.

Getting attendees outside can help reduce stress and allow them to decompress. This can be as simple as having a meal outside or a yoga class … FYI, yoga mats can be a great branding opportunity.

Consider offering walking and/or running tours of your destination, or team building activities like AR scavenger hunts.

Consider creative outlets such as adult coloring or Everblock Systems.

Connect people in some way with each other or your content. Make use of BYOD (bring your own device) polling tools and attendee generated content. Create competitions and display results on an interactive social wall. I’d also recommend displaying any social media or other attendee contributions on this wall too. Now-a-days there’s an app for everything, including one for 1-on-1 meeting matchmaking apps. Most people, especially millennials like feeling connected to community – again, engage your local resources and offer a community service project that allows attendees to feel connected to each other and the local community.

Allow for downtime or R&R opportunities. It makes sense to pack as many sessions as possible for those who wish to take advantage of them, but everyone is different and many organizers want to encourage wellness breaks. There was a recent conference that involved a game, and one of the prizes was a 90-minute session with a holistic body healer.

Be well, everyone.

Article written by Julie Renninger, Director of Sales for IMS Technology Services.

Social Media Tips to Make Meetings More Engaging

Posted on: November 1st, 2017

Looking for ideas on how to use social media interaction to increase engagement at meetings and events? Donna Baldino, IMS National Account Manager, asked the experts and here is what they had to say. 

David Adler, CEO and Founder of BizBash Media

Q: Why do you think meetings are on the rise?

A:  Meetings are the new Town Squares of the World where people truly connect.  I learned that the most powerful word in the English language is LET’S . . as in- Let’s go to lunch, Let’s solve a problem –  Let’s change the system – Let’s have a revolution, etc.  The job of a meeting is to facilitate networking and idea flow.  The neuroscience of event staging is more prevalent than ever today. Décor and event staging is necessary to visually stimulate the audience and enable them to see and hear things in a different way to enable communication. Staging is crucial to success of a meeting – proper staging with lights and audio video visual cleanses the brain so you can be open to what is presented. It’s like a palate cleanser or a neutral-flavored food or drink that removes food residue from the tongue allowing one to more accurately assess a new flavor according to Wikipedia. 

The goal of good meeting now is to enable the audience to hear, see, touch, think and feel not to be bored and gloss everything over. 

Q:  How does use of social media affect attendee engagement?

A:  The key to good social media besides all the right tagging, hashtags and technical stuff is to be relevant.

The concept of “the parasocial relationship” is becoming more important than ever in creating intimate connections. The most important new thinking in creating new relationships is what is called the Para-social relationship. These are two-way relationships with a fictional character. This is why YouTube stars have such a following and their followers know them better than their best friends. This why the Kardashians are so popular and why even pop stars like Katy Perry are using the technique of intimacy and vulnerably to promote new albums and tours. She recently allowed her fans to follow her around for 48 hours and even included them in her personal therapy sessions. 

Events are two-way relationships and the best ones, like fan clubs and sports teams create a bond. I have a bond with events like TED – I think I am smarter when I watch or attend. That is the goal of event organizers: to turn their events into relationships that are relevant, are intimate and evoke passion. The DNA of an event is like the personality of a new friend that you want to connect with and is a beneficial relationship because there is something to gain. 

Q:  What is the role of the meeting professional in relation to social media at meetings?

A:  Meeting and event professionals are the most courageous people I know.  Meeting planning and event organizing  is the most under-appreciated skill that businesses have but that is quickly changing through the use of social media. 

A CEO who understands the power of human conversation embraces events as the best way to increase their share prices and value of stock.  Examples of this are the Salesforce DREAMFORCE Conference and the Oracle OPEN WORLD Conference.  

Q:   What is your advice to meeting professionals regarding social media for meetings?

A:   Strive for intimacy; be transparent; make what you say important but not pretentious. Use visuals whenever possible. I even practice what I preach and try to amplify what I hear at meetings by taking notes on Slack so entire company can get relevant information in real time while I am at a meeting they are not attending. 

For more inspiration from BizBash:  BizBash Podcasts

Cassandra Bailey, Owner of Slice Communications

Slice Communications is an integrated communications agency with dedicated public relations and social media teams

Q:   Why do you think meetings are on the rise?

A: Meetings offer a valuable experience to connect with other people and foster learning.  They opendoors to something new and different and that trend will continue.  It is important to offer smaller, more intimate settings within meetings for an even greater exchange of ideas.  Capturing the exchange and sharing knowledge gained is where the return really happens.

Q:  How does use of social media affect attendee engagement?

A: The great thing about social media is that nobody has a one-dimensional experience – it is a multi-dimensional experience.  You always have your phone out and live tweeting, using Facebook or Instagram, etc. which is the same thing that happens at meetings.  Creating a digital experience using a device and in-person experience complement one another now. People can interact with other attendees before, during and after a meeting and can interact with the speakers in a much more personal exchange. The ability to self-identify oneself to an entire group of people is possible with a few key strokes to interact with people who think the same way and have similar perspectives and interests through live tweeting, LinkedIn posts, etc. All of these exchanges make meetings more enjoyable and memorable for all attendees who participate.

Q:  What is the role of the meeting professional in relation to social media at meetings?

A:  Meeting professionals should be focused on how to create the best experience possible for attendees, whether for in-person connections or digital communications.  They need to create a digital infrastructure to promote the meeting even before registration links are published and throughout the time before, during and after the meeting.  They need to make it easy for all attendees to digitally connect and facilitate that exchange thereby combining in-person and digital interactions.

Q:   What is your advice to meeting professionals regarding social media for meetings?

A: It is crucial to have before, during, and after event plans for digital infrastructure and extend the digital connections using all forms of social media. It is also imperative to create fear of missing out on the next conference – known as “FOMO” (Fear of Missing Out) and using all digital interactions to promote the following events.

Marjorie Bicknell, Past President-Philadelphia Direct Marketing Association; Owner of Bicknell Creative and PDMA Lifetime Achievement Recipient

Q:   Why do you think meetings are on the rise?

A:  The economy is better and most businesses are doing better and hiring again.  The recession curtailed meetings and people did not have the money to travel to meetings but that has changed.  Now people are investing time and money to attend meetings for networking, learning and career opportunities. Creative opportunities are much more prevalent as well. Meeting attendance is up and the economy is more stable which gives rise to more meetings. Technology is also very important now to stimulate greater interest for attendees.

Q:  How does use of social media affect attendee engagement?

A:  For the most part people don’t use social media properly, as it is sometimes used as an advertising vehicle instead of true engagement opportunity. People really do not want more advertising through social media so it can be counterproductive. The proper way to use social media is to truly engage the audience by doing two things: 

  1. Make sure that content is similar to friend talking to another friend sharing something interesting that happened. 
  2. During meetings – encourage live Tweets and Facebook posts and display the posts – even doing contests to further encourage live posts is very beneficial. Sharing content is a true way to engage others. Use Hoot Suite to constantly post information before, during and after meetings for increased engagement opportunities.

Q:  What is the role of the meeting professional in relation to social media at meetings?

A:  Their role is to help the marketers to create the best meeting possible.  They should provide all the information they have about the meeting (i.e. new speakers, exciting content, attendee counts, etc.) and drip content one item at a time and very frequently and always attach the link to registration.  Encourage immediate action to register with all important data in the beginning of the post so the prospective attendee does not have to search for cost, location, etc.  You must create excitement in each post.

Q:   What is your advice to meeting professionals regarding social media for meetings?

A:  My advice is to always use social media to promote meetings constantly keeping in mind the audience and the meeting benefit to attendees in every post (i.e. location – Disney World and invite families to join the attendee). Be very specific about benefits of meeting content from a learning perspective.  Post content frequently on various social media outlets as repetition is good. Make it possible to link from a blog to a social media site and to other links (i.e. keynote speaker’s blog) but always ask permission to link to other people’s sites.

Keep messages brief and interesting and use photos, video, etc. to stimulate the audience.  Always remember to keep the audience objective in mind and not your objective.

Bonus Social Media Tip:

Have a contest. Give meeting attendees more of a reason to use the social platform during the meeting by having a contest!  Here are just a few of the ways to adapt the “share to win” strategy:

  • Host a photo scavenger hunt around the venue and award the fastest attendee with a prize.
  • Give an award to the attendee with the most creative meeting photo.
  • Have attendees take photos that include a branded item, a business card or even a sign at different locations around the meeting city. 


Article written by Donna Baldino, Global Account Manager at IMS.


Event Trends 2017 in September-October 2017 Issue of Mid-Atlantic Events Magazine

Posted on: September 14th, 2017

What is Event Trends?

July 26, 2017 – Philadelphia, PA – What an amazing turnout! “We are so thankful that our guests see the value and benefit of attending Event Trends each year,” said Jason Cataldi, VP of Sales and Marketing, IMS Technology Services, Inc. “Our goal each year is to provide attendees with a positive meeting experience where they will walk away with at least two or three new ideas that they can take back to their organizations and immediately put into play.”

This year, gamification was introduced through the meeting app partner SpotMe, as well as beacon tracking and analytics provided by TurnoutNow. Both sessions created a lot of buzz during the Think Tank Talk discussion hosted by Mid-Atlantic Events Magazine. Groups were surprised when they had the opportunity to learn about thematic meetings and decor with Penncora Productions during their Game of Thrones inspired presentation, and about the do’s and don’ts of event marketing presented by OpenSpark. Then there was the latest in social engagement, video mapping, digital meeting signage, special effect lighting, and scenic design presented by IMS Technology Services. The spirit of competition was in full effect during the salsa team building challenge hosted by the Philadelphia Eagles Special Events Department and Aramark.

Guests had the opportunity to experience state-of-the-art lighting and digital signage systems, attendee engagement technology, event analytics technology, the latest in scenic design, wearable beacon technology, and more. Through small group demonstrations, one-on-one conversation, an event Think Tank, and more, attendees gained knowledge and connections needed to take their event experiences to the next level.

Stay tuned for Event Trends 2018!

Read the full article in the current issue of Mid-Atlantic Events Magazine.

IMS in September-October 2017 Issue of Mid-Atlantic Events Magazine

Posted on: September 13th, 2017

Jason Cataldi, CTS was interviewed for the “Technology Update” article that appears in the September/October 2017 edition of Mid-Atlantic Events Magazine.

Jason Cataldi, VP of sales and marketing for IMS Technology Services, Inc., says that technology isn’t the only field that is influenced by rapid development and near continuous transformation. He observes that the meeting and event landscape is ever evolving, adapting, changing in the current business climate as well, and there is an ever increasing need to communicate one’s message clearly in a way that will resonate with an audience.

“The technology we utilize can enhance the message or conversely distract from what was the best of intentions,” cautions Cataldi. “A recent study suggests that only 20 percent of what was learned at a conference is retained. In fact, a person is only actively listening for about 20 minutes of sustained time. If these studies tell us anything, it is that we need to captivate our audience – or as some would say – entertain them.”

“Our goal is the manage the emotions of the event,” he adds. “From the initial concept to measuring ‘calls to action’ post-event, a consistent focus on attendee engagement and creating an immersive experiential environment are our key indicators for determining success.”

Cataldi says that of the technologies IMS’ clients utilize at most of their meetings, many involve social and virtual interaction, gamification, live tracking/real time analytics, and mobile-friendly responsive meeting materials.

“IMS recently hosted Event Trends 2017 at Lincoln Financial Field (in Philadelphia, PA),” Cataldi explains. “Many of the aforementioned technologies and strategies were demonstrated throughout the day. Take, for instance, digital signage. Not so long ago, we would be placing easels throughout the event space in high traffic areas in hopes that our guests would see them. Now, we have the ability to create ‘heads up’ messaging and advertising – real time alerts for flight delays, traffic, weather conditions, enhancement of brand recognition, attracting attention to key sessions with infographics, and, through the use of hashtags, developing a social interaction channel.”

He notes that this specific technology aids the attendee and helps to keep them informed while also driving valuable sponsorship and advertising dollars. “Our clients have recognized that the positive returns are far greater than the initial investment.”

Sometimes the choice of venue can have an impact on the technology options available for producing a meeting or event. Cataldi notes that often overlooked features of a venue like ceiling height, soffits and seating capacity change how technology needs to be set up. For example, whether ground supporting or rigging is needed for audio, video, lighting or scenic decor.

“Our team of production managers and creative design engineers work closely with planners to determine the best room orientation that will support their stakeholders’ message. Having the ability to show a planner 3D and cinema motion renderings from the perspective of the last row, three seats from the aisle as well as from the point-of-view of a presenter really allows our clients to make the best decisions,” he explains.

To design a meeting environment with a “wow factor,” Cataldi suggests that everything from video mapping with custom content messaging, true surround sound, the latest in lighting design, and understanding the challenges of the space all play heavily into what the planner can and cannot do.

“Drafting a visual plan will aid you with the information needed to anticipate venue charges for rigging points, power requirements, and liaison fees,” he adds. Given the importance of the Internet and how much everyone relies on it these days, IMS recommends establishing bandwidth needs along with the associated fee structures in the very early phases of the planning process. For those whose vision includes the use of social media or event apps, this will need to be taken into consideration too, so as to avoid potential connectivity issues among guests during the event. It is important, too, to be observant of the physical space when performing site visits. “Steel and concrete spaces traditionally will impede connectivity and leave you with spotty coverage and responsiveness,” says Cataldi.

When it comes to real time feedback, he advises that clients seek both direct and indirect interaction with attendees. For this reason, planning ahead for professional and social dialogue is really important.

“Instead of a traditional Q&A panel discussion, maybe try a Think Tank-style meeting,” suggest Cataldi. “Ask for questions pre-event, and then seat your audience in pods or small groups while a keynote moderator drives the conversation.”

IMS recently held a Think Tank with over 100 meeting professionals, and Jim Cohn, publisher/editor of Mid-Atlantic Events Magazine served as the moderator. “Questions were submitted via our event app and by qualified guests for additional points in our gamification challenge. As each question was presented, the groups dove into open dialogue, shared ideas and experiences and ultimately conveyed their thoughts to the entire room,” explains Cataldi.

Another way to create this type of information sharing is through non-traditional team building. “At Event Trends 2017, the special events department of the Philadelphia Eagles partnered with Aramark to come up with a team building challenge,” he continues. “Groups were asked questions and presented with challenges. With each correct answer or completed task, they earned the ability to win ingredients to create a one-of-a-kind salsa that was prepared by the chef, placed into a competition at the end of the event, and served during the networking hour! This unconventional session provided an opportunity for guests to meet, laugh, and learn from each other while also creating a little healthy competition.”

Read the full article in the current issue of Mid-Atlantic Events Magazine.

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