Cheshire AV-ator
Justin Cheshire
As you can tell from this issue, the first half of this year has been amazing!

Check out our "On the Road" section to see what we've been up to, and definitely don't miss the article on "Tips and Best Practices in Social Media for Conferences," which we collaborated on with Michelle Mobley of VRS Meetings & Events, one of our great partner organizations that we've also featured in this issue.

In case you missed our last issue, you'll find a link to our article on Live Streaming toward the bottom, along with several helpful industry articles.

If we can assist with  an upcoming exhibit or special event, please contact me at (585) 325-4250, ext. 102, or email me at  Justin@CheshireAV.com  to put our creative team to work for you! 

Let us take this chance to wish you a safe and Happy Independence Day!

TIA Capital Ideas Annual Conference & Exposition

In April, we partnered with VRS Meetings & Events  on the  Transportation Intermediaries Association (TIA) Capital Ideas Annual Conference & Exposition at the  JW Marriott Desert Springs Resort & Spa.

We provided onsite support and equipment throughout the conference including the exhibit floor, the general sessions, the breakouts and the sponsored kiosks, which you can see to the right. We also got a chance to showcase our new 3-sided light 
cubes  that provide  a 3-dimensional way to 
deliver  dynamic messaging.

Ortho Clinical Diagnostics

The Walt Disney Swan and Dolphin Resorts  in Orlando, FL were the locations for the  Ortho Clinical Diagnostics
2018 Field Service Meeting in April.

The Superhero theme offered great opportunity for creativity in graphics and lighting. On this event, we provided onsite AV management and equipment and we partnered with Dixon Schwabl  to create dynamic video content.

United Way 100th Anniversary

It' s always exciting to be part of the celebration of a century of success, so we were honored to provide  full technical support and equipment, including audio, video and lighting for the United Way's 100th Anniversary at the Kodak Center.

Please join us in congratulating and thanking United Way of Greater Rochester for 100 years of invaluable contributions to this community.

Highland Hospital Gala

The Highland Hospital Gala is always a night to remember, and this year's was as elegantly memorable as ever.  

It was our pleasure to provide onsite support and AV equipment for this important community fundraiser, that was designed and created by the team at  Dixon SchwablWe partnered with our friends at DeBergerac Productions on the touching  video for this gala.

Photos courtesy of Matt Wittmeyer

Exxon at NPE 

The West concourse of the  Orange County Convention Center was the location of NPE2018: The Plastics Show, at which Exxon exhibited. Partnering with Mirror Show Management, we provided onsite support as well as 55" and 48" Samsung LCD/LED Slim Bezel Displays, configured these screens in various ways to deliver engaging messaging.

VRS Meetings & Events - Capital Creativity

When asked about how she got into the meetings industry, Roberta Sumner of VRS Meetings & Events laughs, "I kind of fell into it."

Roberta began her career with the Hyatt Hotel in Houston, Texas in 1990. Then in '92, Kerrville Coach Lines in Houston hired her away from the hotel to manage the transportation logistics for the Republican National Convention. A year later, she began working for The Capital Informer, Inc. as a Transportation Coordinator, where she experienced continuous growth and promotion. In 2001, Roberta was one of two Team Leads responsible for transportation logistics for the 54th Presidential Inaugural, during which she managed and executed all the logistics for over 150 celebrities, entertainers and performers throughout the seven-day Presidential Inaugural event.

CCF BasketBALL Gala
CCF BasketBALL Gala
By 2005, she was ready for a change, so she and her sister Valerie (the 'V' in VRS) decided to join forces to launch VRS Meetings & Events. They've never looked back.

The two sisters share management of the company, with Roberta handling Logistics and Operations, and Valerie managing Sales and Marketing. They keep the company lean, working virtually, with three full-time employees (see our article on Social Media  , written in consultation with VRS Director of Marketing Michelle Mobley) plus additional talented and dedicated 
meetings professionals that act as consultants  on the various events they produce. 

Tips and Best Practices in Social Media for Meetings Pros

This onsite tech studio draws a lot of attendees
Most companies recognize the value of using social media, not only to promote events in advance, but also to share content, insights and testimonials during, and post-function. There is tremendous short- and long-term value in using social media to share and amplify the conference brand and messaging through a network of ambassadors and influencers.

We spoke with Michelle Mobley, Account Director of Marketing & Events at VRS Meetings & Events , to discuss tips and best practices of utilizing social media in relation to conferences and special events.

Planning for Social Media

Michelle's first recommendation was to plan your use of social media well in advance. Consider your short- and long-range goals. Are you using it to raise awareness, initiate a call to action, and/or promote your event and brand? Does everyone on the social media team understand the goals so it is used consistently and effectively? Does the venue currently have the capacity to handle your needs or will upgrades to technology be required?

"You also need  to determine which platforms are most effective in reaching your audience. For example, if most of your attendees are over 30, you probably wouldn't use Snapchat," she noted.

Michelle recommended that, during speaker recruitment and the attendee registration process, social media handles be captured for prospective use during the event

Click here to read the rest of the article
 for more on the use of hashtags, identifying social media ambassadors, use of video, onsite technology, and more.
Trade Show News

Empire State Society of Association Executives - On June 21, we had the pleasure of attending and sponsoring ESSAE's 39th Annual Conference & Trade Show that was held at  Saratoga City Center & Saratoga Hilton, in Saratoga Springs, NY. 

Congratulations to everyone at ESSAE for a terrific networking and educational event that was so popular, the luncheon was completely sold out!

Connect New England - We were on the road again this past week at Connect New England, another of the Northeast's premier trade shows, where we were able to connect with some of our industry friends from Pennsylvania and beyond!

Cheshire rE-cycling Collection for Camp Good Days and Special Times

We were proud to participate in Camp Good Days and Special Times' 8th Annual recycling program. 

We contributed over 800 lbs. of old, obsolete equipment to Sunnking's e-scrap recycling program. This program reduces landfill waste, which not only benefits the earth, but also benefits Camp Good Days and Special Times.  

Our efforts and those of many others paid off!  A net value of $12,457.71 was raised for Camp Good Days and Special Times to provide free programming to children with cancer, those who have a parent or sibling with cancer, and those children who have lost a family member to cancer. Through this organization's work and that of many volunteers, these children are able to enjoy a summer camp experience and year-round programming. 

How to Write an Audio Visual RFP

Did you know that the best way to get the ideal audio visual set up is to not give your suppliers a list of equipment you'll need?

Because AV technology changes rapidly, and your event needs are dependent on venue, program format and speakers, the best choice is to give your AV company direction and meeting specs, in order to partner for the best results.

Get insights from MPI on how to write a great RFP, so you can partner with your AV company to achieve your desired goal.

Photo courtesy of MPI
 Is Your Event Marketing Plan Ready for GDPR?

Does it feel as if, every time you open a web browser, you see something about GDRP? If you provide goods or services to anyone in the EU, even if your company is located in the U.S., this is something you need to keep abreast of, because it does impact your company!

If yours is one of the companies that will be affected, click here to get your copy of " Event Planner's Guide to GDPR Compliance. "

Graphic courtesy of Smart Meetings Magazine

25 Audiobooks & Podcasts Every Event Professional Needs to Listen To

Check out this great list of audiobooks and podcasts that cover everything from negotiation tactics and entrepreneurial tips to sales and success secrets. While many are not specifically geared toward event planning, they do focus on self-improvement, career planning and more.

Next time you're waiting in the terminal for a flight that never seems to arrive, you'll have a great list of articles to help pass the time!

In Case You Missed It in the Last Issue...

This article offers important statistics on the value of live streaming events, and how live streaming is currently being used in conjunction with meetings. It also provides tips and best practices for use.