Bring the community together

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Local events are a great way to bring communities closer together. Whether you want to raise funds for a worthy cause, bring about positive change in your area, celebrate something special or simply get to know your neighbours, a community event will help rally the masses.

Deciding what type of event you should hold will depend on your goals, as well as the size and demographic of your target audience. However, here are 10 tried and trusted ideas for community events that should help get everyone together.

1. Host a street party

Street parties are now being held at any time, for all ages, to build community spirit at the street level. They are a more relaxed affair with attendees asked to bring a dish to share or with a barbecue arranged.

2. Put on a film screening

Who doesn’t enjoy watching a great movie on a big screen with a tub of tasty popcorn? You can organise a film screening at a local school, church, community centre or even outside, under the stars. Choose to screen a recent blockbuster or go for an old classic and embrace a theme, like ‘The Rocky Horror Show’ with guests encouraged to come in fancy dress.

On the other hand, if you have a message to get across or are marking a particular occasion you can choose a relevant movie i.e. ‘The Dam Busters’ to commemorate Remembrance Day or ‘The Fault in Our Stars’ to raise awareness about living with cancer.

But don’t forget, under UK copyright law, if you are playing films outside your domestic or home circle, you will need to obtain a licence to do so (even for free of charge events and fundraisers).

3. Organise a pub quiz

A quiz night with general knowledge questions can appeal to a broad audience, or you can target particular groups by focusing on specialist subjects, such as football or music. Theming your quiz can also give it an extra edge; for example, how about holding one on Halloween with questions about horror films, along with spooky decorations to get everyone in the spirit!

The hardest part of holding a quiz night is inevitably writing the questions. If you research your own trivia on the internet, then be careful how you select the sites you choose to get the questions from. Do not just crib from the first list of horror movie facts you come across – your participants may well have been on the same website!

4. Gather a gardening gang

If there’s a green space in your community that has seen better days, why not organise a group of volunteers to restore it to its former glory? Digging out weeds, picking litter and planting flowers will transform it into something for all to enjoy and encourage people to take an active part in caring for their local area.

Or perhaps your child’s school has an area of unused playing field that could be put to better use? Approach the PTA about turning it into a vegetable patch with the help of parents and pupils, growing produce for school dinners while teaching the children about where food comes from.

5. Hold a swap shop

Holding a swapping event can have both social and environmental benefits for your community. Not only does it minimise the number of unwanted items going to landfill, it also helps those in need – according to official statistics, there are 4 million children in the UK living in households that cannot afford to replace worn out or broken furniture and electrical items.

A swap shop is a cashless local event where people exchange unwanted items for something they do want. Not everyone needs to bring something – the more takers the better it will mean you will have very little left over at the end.

You may choose to have an event at a specific venue or simply a day when everyone puts their unwanted items out on the street and anyone can take what they want.

Just remember to notify the local council first and arrange for the anything not claimed to be taken to a local charity shop or furniture reuse organisation afterwards.

6. Organise an arts & crafts festival

In every community there are budding artists and craft enthusiasts that you could bring together by creating your own arts & crafts festival.

The term arts & crafts covers such a magnitude of different disciplines, that there really isn’t anything stopping you setting up stalls selling anything you want; from pottery to water colours, knitted wear to jewellery, there’ll be something for everyone to buy.

7. Use a themed day

There are a multitude of different themed days you could utilise; you only need to look at the internet to see how many “National’ days are out there.

A firm favourite, which will also help your local library, is World Book Day. The best way to get the community involved is by getting everyone to dress as their favourite character from any book they choose. This could mean dressing as Where’s Wally, The Cat in the Hat, Mr Darcy even! The possibilities are endless!

Invite local authors, or even famous authors who have ties to your community. You can organise a selection of readings with an open-mic night, and why not organise a poetry competition and get a local bookshop to donate prizes?

8. Organise a performance

Amateur dramatics has been a long standing part of the community, so why not gather some aspiring thespians together and organise a show?

This doesn’t have to be on a stage in the community hall, why not change things up and create a walking performance? Get the audience to follow a set course around town, where they can watch parts of the play in certain areas. Have your actors do scenes or interact with the audience in-between stops, making them part of the performance.

Use the seasons to your advantage to entice people to see your performance. Everyone loves getting into the Christmas Spirit around December, so why not perform ‘A Christmas Carol’? Or you could make use of a nearby forest or gardens to perform ‘A Midsummer Night’s Dream’ when the summer months are here.

9. Food Festival/Farmer’s Market

Who can say no to delicious food? Especially when the town is filled with the most amazing smells!

Whether you get some local farmers, caterers or local food shops together, this is a great way to highlight the local produce and local sellers in the area. As well as getting to eat all the delicious food at the event, people will know they will be able to buy this produce locally on any other given day.

Why not think Great British Bake Off and ask the community to create their own showstopper cakes and raffle them off. No one can turn down cake, especially if you have a tea stand nearby!

10. Fireworks / Bonfire Night

Fireworks always brings in the crowds. There is something about lighting up the sky that just amazes people. Add a bonfire to the equation and you have a perfect winter event. Serve hearty food like jacket potatoes, with a hot chocolate (maybe a Baileys hot chocolate for the adults) and you’ll keep the crown fed, watered, and more importantly, warm!

You may be limited to using fireworks to certain nights of the year like Guy Fawkes Night and New Year’s Eve, but there isn’t anything stopping you having your own bonfire night with all the added activities to go with it, like lighting sparklers and toasted marshmallows.

Ideas for November the 5th

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Fireworks Night, otherwise known as Guy Fawkes’ Night or Bonfire Night, is a quintessentially UK celebration, marking the time that Guy Fawkes and his co-conspirators didn’t blow up the Houses of Parliament on the 5th November.

To many that haven’t grown up with this ‘holiday’, it might not seem an event worth celebrating but as many of us in the UK know, it’s become more of an excuse to watch some fireworks, wrap up in cosy clothing, eat hearty food and drink warming beverages, all whilst getting toasty by the bonfire.

Fireworks

It’s an obvious one of course, but if you’re hosting a Fireworks Night event, fireworks are a must! If you don’t think you’ll feel safe running the display yourself, you could hire a company to come in and do them for you.

If you do tackle the display yourself, make sure you do so responsibly and safely, and adhere to Government safety rules. And with fireworks, must come sparklers too, so make sure you get plenty of these, as people do love them!

Bonfire

Another staple of any Fireworks Night is the bonfire. Although this was originally to burn the Guy, this is a great way to keep everyone toasty during the night and can even be used to cook some bonfire treats.

There are different options of sizes, form the huge centrepiece fire, to little ones, to the smoke-free burning log pictured. Whilst staring into fire can be mesmerising, why not add some colour to your flames to add something extra special to your event?

Guy Fawkes

As mentioned before, this is the traditional origins of the night. People would make Guy Fawkes, which we call ‘a Guy’. This would normally be made out of old clothes stuffed with newspaper, or hay and added on to the bonfire as the main event.

If you’re not looking to be as traditional as this, you could always have some of the masks of Guy Fawkes, that feature in the film V for Vendetta, or why not make a bonfire cake with a little Guy Fawkes on top?

Bonfire Night Food

Catering at events is important; mainly because it’s a great way of warming up the crowds with some hearty food. Serving jacket potatoes has always been a classic, but why not take this further with these shepherd’s pies, cooked in a baked potato shell?

Cooking a large dish of chilli is always a crowd pleaser and is easy to make in a big batch. Or why not consider cooking up some bangers with a bit of fire (keeping it on theme) by adding some chilli for chilli sausages?

Decorative food

Whilst hearty food may keep everyone warm, it’s worth making some visually pleasing treats that fit in with the theme of the night, like bonfire cakes, firework cookies and chocolate sparklers.

Conclusion

There are different ways to approach Fireworks Night, whether you decide to go for something traditional, with traditional food and drink; or decide to go all-out and add a few twists and turns to surprise your guests, creating more of a spectacle. Whatever you do, make sure everyone is warm, cosy, safe and enjoying some of that autumnal fresh air!

How does music at events affect people’s behaviour?

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We constantly consume music, whether we are aware of it or not, and we will end up in situations where we participate in subconscious listening every day.

This could be at the supermarket, with music playing over the loudspeakers, during TV ads or programmes, where music often sits in the background to augment a mood. It could also be at an event or conference, where there is either a live band or background music being played in the venue. All of this subconscious or inactive listening has an impact on how we behave.

We mostly think of music as entertainment, but marketers have been using it to influence our behaviour for decades. It’s a particularly prolific strategy in consumer goods industries, but the principles can easily be applied to the event industry.

Using the right type of music can potentially be very profitable, and as such there’s been a lot of research into exactly how different types of music affects behaviour within a specific environment. Certain types of music can make us move through a space faster, linger longer, change our perception of queue times or makes us spend more.

Unsurprisingly, fast paced music makes people move faster, and so does loud music. Slow music generally makes people slow down. It might be basic, but it’s an important factor in creating a specific mood for an event. Do you want people to be energised and buzzing, or relaxed and laid-back?

So if you’re putting on a race or sporting event, you’ll want to increase the volume and get some dance or rock music blasting out to energise your participants. However, if you’re running an exhibition and want people to linger and chat at stalls, you’ll probably want to opt for slower, softer sounds to keep the pace steady and encourage more conversations.

If you like to listen to music, like most of us, you will have experienced how it can impact your mood. This is something the media and marketers know how to take full advantage of. In addition to our emotional reactions, they also play on the associations we attach to different types of music.

Hire Classical musicians, it might be thought of as sophisticated and classy, while Jazz might be thought of as artistic and refined. When putting these general assumptions to the test, several experiments show that playing specific music can impact perceptions too. For example, classical music can temporarily increase the perceived value of an item. In these situations, people projected some of the associations they had with classical music, e.g. sophistication, onto the item itself.

So for your next conference, maybe you want to welcome attendees with a spot of classical music, or introduce your keynote speaker with it playing in the background, inferring sophistication and intelligence on everyone in the room as well as your speakers.

Music to use at your corporate event

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Music is an important element of any event, whether it’s in the form of a playlist, DJ or live performance. We’re not just talking about parties and product launches: conferences can benefit hugely from music.

It’s probably not the main type of event you associate with music, but entertainment during seminar breaks and background music played in exhibition areas are both popular choices.

To help you use music as effectively as possible at your next conference we have collated a list of the most popular songs, and will also talk you through how to use them to your advantage.

Using our pool of professional artists for hire, we sent out a questionnaire to 1000 bands, DJs and acts asking if they had played at a conference in the last 18 months, which songs they played, and if any of the songs had been requested by the organisers.

Here are the Top 10 songs played at conferences last season:

Sex on Fire – Kings of Leon
Uptown Funk – Mark Ronson ft. Bruno Mars
Locked Out of Heaven – Bruno Mars
Signed, Sealed, Delivered – Stevie Wonder
Happy – Pharrell Williams
Get Lucky – Daft Punk
Rather Be – Clean Bandit Ft. Jess Glynne
Treasure – Bruno Mars
You’ve Got the Love – Florence + the Machine
Forget You – CeeLo Green

So, how can you use them to create a great atmosphere at your conference?

Break entertainment

Live entertainment during breaks can be a good energy booster for conference attendees. Chart toppers like the ones in our ‘most played’ list can work well in this environment, and can easily be played over an in-house speaker system at a reasonable level.

Here, a live band or DJ can really add something to your conference. Stay clear of big sounds and opt for a smaller set-up, as delegates still need to be able to network and recharge for their next seminar.

Music in exhibition halls

Using music in large exhibition halls can be a great way of creating a good vibe.

At the same time the room is likely to be very noisy from all the delegates networking with each other and talking to exhibitors. The latter of course, is exactly what you want.

After parties

Out of all the areas of your conference where you might add music, this is definitely where your delegates will be most relaxed, and might even venture out on the dance floor.

After parties are all about networking and having a really good time. This is also where the ‘most played list’ will feel most appropriate. You can have a superb party band or DJ who incorporates them into their usual set-lists, or you could go for a more tailored option.

Applying for a Temporary Event Notice

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Are you planning a small, one-off event at a venue that does not hold a full licence such as a school, village hall or outdoor space? Also planning to sell alcohol or have late night entertainment?

Then you’ll need to obtain permission from the local authority by applying for a Temporary Event Notice (TEN). It’s essential to obtain a TEN for all ‘licensable activity’ that is not on your venue’s licence – if you don’t get one, then you can be fined, sent to prison for up to six months, or both!

What is licensable activity?

Licensable activity includes the sale or supply of alcohol, the provision of late night hot food and drink (between 11pm-5am), opening a venue outside of its licensed hours, and the provision of ‘regulated entertainment’.

Regulated entertainment is defined as any of the following activities that take place in the presence of an audience:

Recorded music i.e. Disco or DJ (between 11pm and 8am)
Karaoke (between 11pm and 8am)
Unamplified live music (between 11pm and 8am)
Amplified live music (between 11pm and 8am)
Play or dance performance (between 11pm and 8am)
Indoor sporting event (between 11pm and 8am)
Film screening
Boxing, wrestling or martial arts
Adult entertainment

Important note: A Temporary Event Notice covers you for gatherings of up to 499 people, for a duration of no longer than seven days. If your event does not meet these criteria you will need to apply for either a premises licence or a club premises certificate.

Who can apply for a Temporary Event Notice?

Any individual aged over 18 can apply for a TEN and you can obtain up to five TENs per year. If you already have a personal licence to sell alcohol, you can be given up to 50 TENs a year.

How to apply for a Temporary Event Notice

You must make the application to the local authority governing the borough or district into which your proposed venue falls. You may be able to complete the application online or otherwise download and print the necessary forms to be posted. You will have to pay a fee of £21.

Don’t forget you may be responsible for ensuring the police and Environmental Health also receive copies of the TEN within the notice period.

In your application it is important to be very accurate about exactly what will be taking place and the dates and times that your event is to cover. You could be fined if you make any false statements in your application, or face prosecution if you breach the terms of the notice.

If you are successful in your application and your event goes ahead, you must keep your TEN on the premises on the day and display a copy of the notice somewhere it can be easily seen.

In summary

Temporary Events Notices can be trickier than they look – give yourself plenty of time to make your application and if you’re in any doubt whether you need one or not talk to your local council.

Finish the year on a high

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Summer is over, the children are back to school, and those two weeks basking on the beach already seem like a distant memory. We’ve compiled the best back-to-work motivational tips from a selection of experts to help you stop mourning the loss of flip flops and barbecued food, and start looking forward to winter boots, roast turkey and new season success!

Having time to relax and think can help us to see what’s missing from our lives or what we want to achieve – now try turning those into actionable goals.

So, whether it’s learning a new skill or simply saving up for your next holiday, setting some structured targets can help you find your motivation to start working towards them.

The key to staying motivated is to never stop working at staying motivated. Just like exercising the other muscles of our body, our motivation and attitude muscles need to be developed and fine-tuned, too.

Every day schedule time to read or listen to empowering material. Every day take the time to exercise, breathe deeply, and plan my diet. Living a motivated life starts with doing the motivational preparation work it takes to get there.

Turn mundane tasks into new challenges. Even if we’re happy in our careers overall, we all have elements of our jobs we find tedious. When we have too many of these mundane tasks and not enough of the ones we enjoy, work motivation can take a hit.

Next time you’re asked to do something you don’t really want to do, you can try adding some creative flair to the task, finding a way to do it differently or better than before. You can also find motivation for seemingly dull tasks by thinking about the purpose of your work. How important is it for the successful operation of your company? How many people are relying on you?

When people know why they are doing something, they tend to do it better and with a little more enthusiasm.

Be grateful

When your alarm goes off at silly-o’clock in the morning and you drag yourself out of bed for your first week back at work you might not be feeling particularly ‘lucky’. However, a quick and simple mental exercise can help wake up your positivity.

Do three and a half minutes of pure gratitude about three things. Pick one of those three to be simple… the wind on my face, your children’s faces, anything.

Starting the day with gratitude for the life you have leaves you primed to have a positive day.

It also makes us more resilient to negative feedback and ‘failure,’ simply by being able to view unsuccessful endeavours as valuable practise instead.

Adopting a growth mindset will give you the confidence to take on new projects or accept increased responsibility, making work more interesting and more motivating. It can work for your personal ambitions too, like finally signing up to that art class you’ve wanted to join for ages!

Conclusion

It’s always sad when summer comes to an end and holidays are over, but finding something to work towards can give you renewed purpose. Start now and you can end the year on a high, ready to welcome in 2017 with a big high five!

Threats to the event industry

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The rest of 2016 and 2017 are set to be quite disruptive. Technology and political changes will shake up the event industry as we know it. Are you ready to embrace the change? There is a lot going on in the world. The last 6 months have been quite dramatic, scary and exciting at the same time. It seems we are going through one of those cycles of intense change that happen every 10 years.

There are two main areas of disruption: Security and Technology. The way we react to these profound changes is going to define our profession for the next 10 years.

Security and Terrorism

There is a very volatile situation involving security and terrorism related threats. Looking at the facts of what has happened and is currently happening in Europe, U.S. and Africa, events are increasingly exposed to such threat.

Going over what has happened and revisit the facts is too painful. One thing for sure. We know several events have been targeted. Lives have been taken away. Security at events is under scrutiny. It seems that most of these attacks want to strike wherever there is a gathering of people having fun, learning or simply enjoying life.

Technology

While we were growing tired of using hashtags on Twitter, a disruptive change happened on major social networks that impacts on the event industry.

Only three weeks ago, the Pokémon Go frenzy started. All of sudden hundreds of thousands of players are using augmented reality to play a game outside in the real world. What we tried to do for years in events (live streaming and augmented reality gaming) is happening in the most mainstream way we have ever seen.

So What’s the Biggest Threat?

The biggest threat at the moment for our industry, our event company, our job is how we react to these changes. If you think we are talking about a stupid game, you are not getting it. That’s a threat to how you do business.

If you think that the terrorist threats are a distant problem, you are not getting it. You are endangering the lives of your attendees.

We don’t believe there is such thing as ‘hype’ anymore. Probably 15 years ago, we could have talked about hype but social media proved that hype is no more. There is no time to think whether a new tool is hype or not. We just need to embrace the change and understand what is happening.

BE CAREFUL.

We are not saying you should start playing 90s retro games or lock down your event altogether because you read it in the news. What we are proposing here is that we get deep into understanding what is happening around us.

Smart event professionals look into the recent terror events and understand what they can do to protect their event going forward. They start a conversation with local authorities to have a clear image of potential threats. They invest in extra security if they have established that there could be problems with their event.

No Excuses, Keep Up

Change is around us and recently is happening faster than we’ve ever experienced. Developments are faster and we need to keep up. No excuse. If you want to be a good event professional, you need to keep up. Get the facts, read, think, strategize, protect your attendees, understand your attendees. Think how they are changing. Your attendees will thank you for that.

Things you don’t need at events anymore

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Times are changing and so should our habits. Join us at looking at some of the things we can do without nowadays at corporate events.

Paper Badges

Badges have traditionally been the biggest lost opportunity in events. Printouts of very un-useful information that generate awkward looks at one another. Of course you can get them sponsored and of course you need them for security, but there must me a better way.

Things to try instead. Mobile Apps, beacons, RFID, NFC badges. The possibilities are endless. Badges become the remote control of your event. They let you check into places by just walking by. You can purchase merchandise, drinks, food. You can participate in games, you can quickly share content on social media Smart Badges offer powerful real time analytics and they offer incredible feedback mechanisms.

2. PowerPoint

Used at events since being created 26 years ago, that alone should tell a story. Slides in general can be a great visual tool to give some tangibility to a talk, but what is the percentage of good slides you see at events?

So what can you do? We won’t suggest a list of alternatives to PowerPoint. Get creative and think about other ways to get speakers to illustrate their point. Mix the types of media you can use: video, images, sounds, objects. In some types of events slides will always be necessary, they are almost expected by the audience. You can make a difference as an event professional. You can give precise guidelines or even coaching to your speaker as to how they need to use and not abuse the tool. It takes a lot of charisma and experience to talk without slides and experience. Get the speakers to use slides as part of the new speaking mix – mobile app, live interaction tool, or app powered mic, props, music.

4. Business Cards

For ever it has been expected that if you go to a networking event you must take a lot of business cards as it is the “done thing”. Do we really need a business card to connect with people? There are so many better ways to exchange information at events. Smart event professionals make sure that whether you have card or not, you can still network.

Why not invite attendees to take advantage of social networks and optimize your network with the existing technologies? Use smart badges, contact business cards, beacon business cards. You name it. The alternatives.

Of course there will always be some people that will use them. The thing is that you, as an event professional, can encourage attendees to use better ways to connect rather than producing an incredible amount of waste.

In Conclusion

As event professionals we are always short on time and will sometimes rely on traditional solutions as it seems like the quickest or easiest thing to do. Maybe we have always done it that way and taking the leap to do things differently fills you with fear. But so we can focus on the important content and real experience of our event, rather than the admin and logistics, now is the time to make the change.

Push your boundaries and you will realize that the power of your content can be amplified if you update your tools and choose the best modern solutions to support your organization.

A Stag weekend idea in Edinburgh

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Stag weekends don’t always have to be about strippers. Edinburgh is glorious, gory, glamorous and great at kicking off its shoes and dancing on the bar. Just think of the city like an oh-so-respectable auntie – leading light of the WI and runs a bordello out of her back room. You’ll love it and it’s perfect for a weekend of entertainment.

At a glance:

– From the glowering bulk of its infamous castle to the skinny Scott Monument, few cities have as many historic sights to see
– Cosy bars, ‘private’ clubs, haunted pubs, cocktail hour, real ale, drams and dives – Edinburgh’s love of a ‘wee swallae’ is legendary
– Scotland’s capital is shameless about its shameful past and happy to creep you out for as long as you can stand it

Local knowledge:

George Street – smart shops and serious clubs
This is where you’ll find Edinburgh’s smartest bars and clubs and crowds of sleek locals looking lovely.

The Royal Mile – land of the untamed tourist
Its tartan by the acre and you can’t move for tourists, but Edinburgh without a walk up The Royal Mile is almost illegal. Shameless souvenirs, lone piper (not even sure if he’s human), haunted tours, the whisky museum, closes, wynds and miles of cobbles, it’s all a bit stunning. But just go for it. Get into the spirit.

Tollcross – a down and dirty mix of a good time
If you like your pubs cheap, your takeaways plentiful and your entertainment eclectic, Tollcross is happy to help. If you’re up for a gig or a great club night, the mighty Picture House plays Tollcross hard and fast Thursday, Friday and Saturday.

Bruntsfield – café society and a village vibe
Independent coffee are Bruntsfield specialities. Dodge the baby buggies and well-heeled Edinburgh mamas and grab yourself a large cup of caffeine and a window seat. This is where to take your raging hangover and soothe yourself back to life, ready to do it all over again.

Making your own Animation

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Have you ever wanted to learn about Animation and maybe make your own small Animation film? This a great way to interact with your team mates and to figure out what strengths and weaknesses each member of your team has.

A good idea for business entertainment is to get 10 delegates together and appoint their own personal animation leader who is always on hand to guide them through the concept and storyboarding stage, solve problems and answer animation queries!

Every delegate receives a pre-made plasticine model, ready for them to customise and create their own characters. The mini-me models are a great way to ensure everyone can make their own fantastic looking character, regardless of whether they’re a naturally arty type! Delegates also receive additional model making materials to really bring their characters to life. The group’s animation leader is always on hand to offer advice and ideas.

Your animation leader introduces them to the stop motion software and is there to make sure the process runs smoothly with animation tips and tricks of the trade, all of which help the group create an animation they can be really proud of. Every delegate’s model will be involved in the film, with each delegate working together, communicating and rotating roles including director, animator, software operator, continuity, props, etc.

When the animations are complete and the groups has called it a wrap, all the groups get together for a premiere screening of their work. We then take the films back to a post production studio, where music, titles and effects are added before being sent to you within 2 weeks of the workshop. These films are great to share with colleagues, internally in large organisations or externally on the company website/social media as desired. Delegates also get to keep their plasticine characters as a memento of the day and their achievements!