by Heather T. | Dec 9, 2020 | Bed and Breakfasts, Blog, Marketing, Operations, Social Media
About 4 years ago I had written a blog post about Planning Ahead for Your Bed and Breakfast Promotions and this ties into the new calendar I’ve put together (below) and your content scheduling, or you can adapt or just use one format or another. Here is the online spreadsheet from that post (don’t forget you can download it and it does have multiple tabs). Tips on downloading or copying if needed near the bottom of the post.
At the beginning of this year with Covid hitting and B&Bs being closed or having a limited business, the big question was what to post, so I had designed this campaign with posting ideas https://betterwaytostay.com/campaign/. And the idea can still be used at any time.
I’ve had several questions from friends and other B&Bs if I was going to do the annual National and other Days of interest list that I do once a year compiled from a bunch of sources around the web. Since I had just finished next year’s calendar I am happy to share, but I also added some other tips (in the additional documents in the post) that might make posting and figuring out when to post for specials and other events (like Holidays) a bit clearer and hopefully easier.
It’s much easier to take about an hour at the beginning of the year, if not before, and develop at least a rough outline for your content calendar for the year and add to it (or subtract) as needed. Here are some content calendar ideas that I hope will help you start to develop a content calendar. The National Days is just a starter and I know every marketer under the sun pushes it, but it is admittedly a great “starting” point. I spent about 4 hours collating National, International Days and other Days of interest including as many food ones as I could find. This might be useful for restaurants as well looking for a few ideas to post. If you know of any I missed please let me know and I’ll add them in.
National and More Days for B&Bs (with some specific days as prompts)
National and More Days for B&Bs (no selections/prompts)
Calendar Example for a B&B. This is an example of a property going through the list and leaving the ones they might be interested in using for potential posts or blog or video posts. It doesn’t mean a property will do them, it just means a property found something interesting in the list, something that speaks to them (military family), a love of fun (Soylent Green Day or UFO Day for those with a sense of humor and love of Sci-fi), particular food days that resonate with things the B&B serves for breakfast, etc. Note this list is 11 pages pared down from 17.
Calendar Example for B&Bs with Specials. This is an example of preplanning your yearly calendar for posts and promotions that can be used stand-alone or in conjunction with the spreadsheet mentioned at the beginning of the blog. I only did the first couple of months but hopefully, you can get a good idea of how to go about adding information both for notes for yourself and scheduling posts for any ongoing specials or holidays you want to promote.
This is a PDF fillable calendar. (please download to fill) that you can fill in and print off or just print off and write in ideas (note please save it as a separate document or it may not save any inputted text). I would suggest making a checkmark next to the ones you’ve done, plus making any notes about engagement, likes, shares, and comments, these will help direct you in the following years if you want to do similar posts or promotions.
Content Calendar Sample Format. If you prefer a calendar type format instead of a spreadsheet or word document for figuring out your posting schedule you can use a format like this. There is no wrong way to do this, you find the format that works the best (and easiest) for you and go from there.
Blank Calendar-Sample Tracking. (I like to track likes, comments and shares on a seperate sheet, but you can also handwrite if that works for you (see below example). It helps if you note what you started with for each channel and ended with for each channel. Facebook January 1-352 Likes, January 31-386 Likes, etc. this will help you track progress and you can review quarterly to see whether what you are doing is actually working or not.
Content Calendar with Handwritten Notes *note circles mean a link to the inn’s website main or sub-page or blog post on the website.
Something some B&Bs don’t do is link to their website or a specific page on their website in posts at least once a week. If you are wondering about conversions and clicks from social media (and why you are not getting many or any) it’s something you need to look at.
I was talking to an innkeeper earlier this week and she was complaining that while her posts on Facebook were getting a lot of engagement, she had not gotten a single click through from Facebook in more than 3 months according to her Google Analytics. Not one of her over 100 posts had a link to the website in the post body itself. People tend to forget once someone has liked a page, the only link (unless you remind them in the posts that show up in their Facebook personal feed) to your website is back “on” the business page itself. People will not double click to search for the link.
This is How to make a copy or download a document (for reference if you want to use anything mentioned here offline or copied digitally)
I’d also recommend checking out You Need This 2021 Marketing Calendar [Free Templates] and his spreadsheet of helpful links and dates which does have things like the NHL Winter Classic, PGA Tournament of Champions, and the Grammy’s dates if these are things that you want to tie into your marketing but does not have the majority of the food dates that mine does. My calendar has most of the same information plus food but is missing sports and TV related events.
If you find any of the information above useful, we always appreciate a follow/like on our Facebook page (we don’t post a ton there as I personally prefer being able to chat with people but I am on FB pretty much all day during the week and your welcome to message me anytime) but would appreciate a page like and happy to reciprocate if you let us know your business page link, or you can connect on Linkedin or Twitter or just come say hello .
If you know someone that can use some social media help and would like to be able to learn it and manage it themselves (that’s what we do, we teach it) instead of paying an external company to manage it, please give me a call (860-326-0721) or email me, we are happy to help. Cheers and Happy Holidays. Please stay safe out there!
by Heather T. | Oct 23, 2020 | Food, Marketing, Operations, restaurants
Not a working QR code, just an example
This past Monday I ran a workshop session for my SCORE chapter, Restaurants, Mastering the Art of Takeout. One of the topics I touched on was QR codes and how restaurants and other foodservice establishments could leverage use QR codes in conjunction with Google Docs to be creative with their menus as well as offer things like reheating instructions for takeout to customers without having to add a printed piece of paper to the takeout order. I had written a blog post touching briefly on this topic last month, Tackling Some of the Challenges of Takeout Food for Restaurants.
Before I dive into some of the uses, there are somethings I want to touch on first. This is something I have been discussing with many of my own business clients for months.
If you are not familiar with Google Docs, it’s Google’s free online alternative to Microsoft office, there are also Google Sheets (like Excel), Google Slides (like Powerpoint), and quite a few more applications. I like using the online applications because you can share with anyone, share editing capability with anyone, access it from anywhere, and unlike desktop-based programs, which even if autosave is turned out, you may lose content if you have a power outage or other computer issue. When you add something in a Google Doc, it’s still there even if you get booted off the internet or you go offline for other reasons.
If you are looking for help with the Google applications, Google itself has a lot of resources, https://support.google.com/a/users/answer/9282664?hl=en and https://support.google.com/docs/?hl=en#topic=1382883 have some great tutorials. There are also some very helpful tutorial/help documents at https://edu.gcfglobal.org/en/googledocuments/.
If you are not overly familiar with QR Codes, this might also be useful. I am glad to see the resurgence of them because they had so many practical applications and were also often misused but that’s a topic for another blog, but if you want a laugh, this is probably my favorite UnMarketing video featuring Marketing Guru (and I don’t apply the term Guru lightly to anyone) Scott Stratten, QR Codes Kill Kittens. It looks like a session he did at one of the conferences he speaks at but sadly it doesn’t say which it. Scott is also one of my favorite people to follow on Twitter.
Before you create your first QR code, read the difference between both, and make sure you read the fine print before you set up and start using them in your business. I bring this up because many Dynamic QR Code creation platforms offer it as “free” but it’s not really, it’s a free trial or they don’t actually point out that heaven forbid you actually want to edit/change any links after you’ve created them…….you have to pay for them.
Static QR Code: A Static QR Code contains information that is fixed and un-editable once the Code has been generated.
Dynamic QR Code: Dynamic QR Codes allow you to update, edit, and change the type of the QR Code however many times you need, which makes them the best fit for restaurants and marketing purposes.
Back to the topic at hand ?
With many menus now only being hosted solely online and traffic driven to them in-house from QR codes or having to do daily printed menus for safety reasons, having an easily editable and also (and this is important) mobile-friendly version of your website is key. While you can tie your menus into online ordering if you want people to call or email or message you to make a takeout order instead of ordering through an app or website, being able to easily edit and change your menus becomes a higher priority, especially if you employ a web designer to maintain your website and who would charge you every time you wanted to make a menu change. While you can upload a photo or image of the menu daily or embed a word doc or other type of document, while it may look great on a desktop or laptop, it’s not generally mobile-friendly.
I bring this up because I’m seeing a lot of this recently. A mobile-friendly website with an image in it (the menu) that is too small to read on mobile because it doesn’t resize. Example one below, example two (Below that) is what a Google Doc looks like on mobile.
Even if you don’t want to use Google Docs for the above reason, it is something to think about if you are giving people heating or re-heating instructions for items, think about doing a Google Doc for menu items and doing a QR code with a link to the online instructions to reheat them. These QR codes can be easily printed off using an in-house printer and Avery labels and stuck onto the outgoing takeout containers. Whether you do one document that has general heating instructions for all, one that has individual heating instructions for everything that could be reheated on the menu (remember this is extremely easy to change the information online and an update is instantaneous) or customized documents for each with different QR codes is up to you. The QR code on the below sample actually works, any links to my Twitter account, come on over and say hello!
In a few weeks, I’ll be doing a follow-up Webinar for SCORE (these are free so I encourage people to take advantage of both SCORE national and regional/state offerings as they come up.)
by Heather T. | Oct 15, 2020 | Marketing, Operations, Security, Websites
So ADA Website Compliance, for those who have not heard of it, yes it’s a thing. For those who have heard of ADA psychical compliance, yes it is related but it relates to your website instead of physical space and also to parts of your online presence. And just because your business does not have to be physically ADA compliant, does not mean you get a free pass when it comes to online website compliance.
If you have a brick and mortar business you should be ADA website compliant. If you are on online business, it’s another gray area, but you should be regardless. A recent court case in CA brings up the point that we may have to be as well. See: A Second California State Court Judge Says the ADA Covers Online-Only Businesses.
This first came to my attention a few years ago when the lodging association I work for started getting a lot of lodging properties hit with threat letters saying that their websites are non-ADA website compliant. And so it was that I had to get up to speed with what ADA website compliance meant.
And here comes the rub, for small businesses, there is no set in stone legal guidelines we are supposed to be following, only suggested guidelines and they are important for businesses to follow for several reasons besides just making a website compliant for people with disabilities.
One, WCAG (Web Content Accessibility Guidelines) also has a lot to do with good SEO (Search Engine Optimization, ie getting found in Google search) but it also has a solid basis in good marketing, ease of navigation, ease of readability, etc.
For example, if your customer base is over 55, chances are they no longer all have 20/20 vision, if the text on your website is font size 6, not only is it not going to be ADA compliant but it will also probably not be user/customer/guest friendly, odds are you will have a pretty high bounce rate (i.e. they will navigate away) with the people that can’t easily read the text on your website who will probably go elsewhere to shop, so you have lost a sale. And that’s just one example out of many.
Why do I bring this up now if it’s been around for several years and not a new thing? With the start of Covid, we saw a drop in the number of cases and threat letters, unfortunately in the past few months, both have been on the rise.
Two, there are an awful lot of business owners who are still unaware of this, and three, the bill that has been sitting in the government languishing literally for years is being reintroduced. House Bill Introduced to Require Accessible Consumer Facing Websites and Mobile Apps was introduced (or technically reintroduced with changes from some years ago) at the beginning of October. Whether it passes or not, we won’t know probably for a while, and there are some big pros and also some big cons for businesses if it does. If that does come to pass, we may have more direction (which would be good) but we may have fewer protections (not so good) but again we won’t know unless it passes.
This is a tough one as well because even if you or whoever you work with as a website designer makes your website on the technical side 100% ADA compliant, it doesn’t mean you would pass a visual site audit by a specialist or be oked by someone using a screen reader whose job it is to specifically test websites. There are technical audits you can run to check your site at least to start with and get a heads up if your website is in really bad shape compliance wise. It’s a good place to start.
Website Accessibility Checkers
There are a ton of things that you can do (many are small changes) to make your site as accessible as possible. Adding an accessibility statement to your website is very much suggested as well as when you (or your web designer) make changes to the site, you document document document. If your business does end up going to court, having proof that you gave someone an alternative way to get the information provided on your site as well to show the fact that you know a business needs to be compliant and you have been working on it (and documenting that you have been working on it) seems to go a long way in the court cases that I have been tracking.
There is some hope for ADA complaints (which the bill, if it passes, may or may not help with), The Eastern District of New York Provides Businesses an Early Holiday Gift in Strictly Construing Standing Requirements in ADA Title III Case, the gist of this was that a woman wanted to purchase tickets to a performance and failed to actually contact the venue to see if snacks she had to bring because of her disability would be allowed, read the full article to see the full version of this as it is important from a standpoint of having an accessibility statement on your website and giving people alternative means of contacting you, i.e. sending an email or calling vs having to make any sort of transaction or reservation on your website.
I am also glad to see that the serial threat letter senders are starting to make the mainstream news so more people are aware of this. Woman files ADA lawsuits across US as ‘tester’ of compliance as this has been a huge issue for years with a handful of lawyers and plaintiffs sending out threat letters to lodging facilities, art galleries, car dealerships, and many many more types of small businesses.
The importance of having an ADA compliant website is so that your website should be as ADA compliant as possible because it is good business practices and because it should be accessible to everyone. Unfortunately, the ongoing slew of drive-by lawsuits are not helping this get recognized as the true reason to do so, instead relying on scare tactics and the FUD (fear, uncertainty, doubt) because it’s been such a gray area for so many years.
All of the people with disabilities I have discussed this issue with are not very happy about this either. It reminds me (and I personally have a huge problem with this) of people passing fake service dogs off as the real thing, it makes it that much harder for people that have real service dogs. As someone with a disability myself (dyslexia and I name that because I am great example of if your website has text (small font size and/or fancy dancy script on it) you’ll see me click away faster then freshly cooked bacon disappears in this house and that’s darn quick!), the drive-by lawsuits absolutely horrify me because it minimizes the real importance of businesses taking this seriously to make sure that a website IS accessible to everyone.
I’d recommend businesses get up to speed on ADA and learn the basics, talk to your web developer (if you have one) and get as much as you can done to make your site as compliant as possible. Even if this bill doesn’t pass, it’s likely to come up again plus your business could be hit with a threat letter at any time.
My two favorite law blogs to follow, they both have a free newsletter subscription so you can keep up to date on current news regarding all types of ADA.
Additional ADA Website Accessibility resources:
State and Regional ADA Resources (not every state has ADA resources, check your regional offices first for information)
- New England ADA Center Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont
- Northeast ADA Center New Jersey, New York, Puerto Rico, Virgin Islands
- Southeast ADA Center Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee
- Disability Rights and Public Accommodations: State-by-State (for Southeast ADA Center)
- Mid-Atlantic ADA Center Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, West Virginia
- Great Lakes ADA Center Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin
- Southwest ADA Center Arkansas, Louisiana, New Mexico, Oklahoma, Texas
- Great Plains ADA Center Iowa, Kansas, Missouri, Nebraska
- Rocky Mountain ADA Center Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming
- Pacific ADA Center Arizona, California, Hawaii, Nevada, Pac. Basin
- Northwest ADA Center Alaska, Idaho, Oregon, Washington
I am not an ADA expert, I just know more then your average person but I am also learning new things every day as additional issues get raised and as businesses get hit with threat letters and come to me looking for additional information. Awareness is the first step, taking action to make your business accessible is the second.
by Heather T. | Oct 9, 2020 | Lodging, Marketing, Operations
As usual Facebook when they add (or delete) things, they tend not to let users know. This is one that I suspect not a lot of business owners know about as I’ve only seen it so far on two business pages.
If you are advertising additional safety measures that your business is doing to help keep people safe you may want to consider enabling this option. I suspect we may see additional changes in the next several weeks to a month as since I had done a SCORE workshop on the new business format there have been over a dozen small page changes since then.
In order to get the banner, go to “Edit Page Info” (on the left) or on the left alignment in the body of the business page and then scroll down towards the bottom (in the middle) and you will see various options. I’d recommend not just sending people to your home page unless you are actually advertising the information on your home page but instead directing people to specifically where on your website that information is listed so you don’t make people hunt.
by Heather T. | Sep 22, 2020 | Food, Marketing, Operations, restaurants
For at least the foreseeable future takeout is probably here to stay for a bit. Love it or hate it as a restaurant owner, having to accept the fact that it is a viable revenue stream is still tough for a lot of owners and managers to adjust to, especially for fine dining restaurants. But as the colder weather approaches it bears a lot of thought to re-address all aspects of takeout.
I’ve seen many restaurants trying to offer the same menus for in-person dining repurposed to do as takeout, unfortunately for many restaurants, that can be a fatal flaw. Not every menu item adjusts to the takeout scene well, in many cases, reheating it causes overcooking, dryness, or in the case of many fried or sauteed items (like a chicken Marsala with a chicken breast that has been egg and flour dipped and then sauced right before serving) ends up being soggy in transit and may not lend well to reheating.
I’ll be addressing doing a deep dive on the menu itself in the next blog but wanted to address some things regarding takeout containers first.
Questions to ask:
Does it reheat well? And specifically, have you as the Chef or management/owners tried to reheat it in a variety of ways? To take the chicken Marsala as a good example, microwaving the chicken will probably kill it (unless you like rubber chickens), and nuking the sauce will probably break it. Heavy cream doesn’t generally play nice with microwaves. A perfect reheat would probably be the chicken heated up separately in a hot oven with the sauce separate and reheated with the mushrooms in a saucepan and the sauce packed to go separately.
So…Do your customers know how to reheat your food? And if not, how would they know? And if you don’t want to bother considering that, is a rubber chicken with broken sauce doing your restaurant any favors as an example? The number of reviews I have seen since Covid hit mentioning that people were not very happy with their take out for restaurants with normally good to great reviews has not decreased much so it’s still apparently a big problem.
Next, Is it going to look attractive in the container? While some restaurants may not have the style of dining that plate presentation is high on the priority list, if you have a fine dining restaurant (for example) and you take pride in that, it is a consideration. While I have worked a variety of types of restaurants no matter the level of dining, plate presentation was always important to me, but in some cases, a takeout burger and waffle fries may not have a ton of ways to dress it up but even that can either look attractive when unboxed (or not). I am seeing a huge amount of takeout photos on Instagram and Facebook, so the love affair with taking food photos has not dimmed much. Does this container of pasta look ok? Or could a little garnish improve it? Not sure? Take a few photos with your smart phone yourself? Does it look attractive? Appealing? If you saw it posted on Instagram, would it make you want to get take out from your restaurant?
Are there reheating instructions? A medium-rare steak will not be MR when reheated improperly, does that reflect on the restaurant if customers overcook a dish at home? I would say yes because you can’t expect people to know.
Can customers reheat a dish directly in the container or does it need to be transferred? Is it easy to transfer? Is it messy? Do you loose sauce or ingredients in transferring?
Is the takeout container reusable? To use an example of why that may be a consideration: when we lived in CT, there were two oriental restaurants with similar pricing and fairly comparable food. We ordered from one because A. the containers were not flimsy, the other ones were and we gave up ordering food from them when we had a mess to clean up at home almost every time, and B. the containers were washable and reusable.
Is the takeout container cheap and flimsy? (see above) If you want to go for non-reusable/non-recyclable containers, is the container going to stand up to travel, being lifted out of a bag, and held with one hand (or will it take two and fold over spilling everything everywhere?). We have gotten take out from restaurants who use the round oval aluminum take out containers which while they are fine for light food like salads, load them up with a heavy entrée with sauce and the result can be a mess on the customers end. They might remember the food was good but they will also remember the hassle and inconvenience.
Does the container retain heat well? or remain cold? If I order takeout from a restaurant minutes away I expect the food to remain hot until I get home. And is it protected from anything that is not hot? Is there a layer of cardboard or another item in between. Is your staff giving attention to packing up take out so salads don’t end up directly above or below a hot item? Or cold desserts getting melted by being close to a hot item? Yum wilted warm salad. Delish!
Having a variety of containers on hand for different types of items are highly suggested. And add the price of takeout to your menus, it may only be 15-20 cents per but it can add up very fast if you don’t factor it in and it appears looking at a lot of menus from pre-Covid and current, many restaurants are not. It’s a small adjustment but worth it.
Consider the Chinese takeout container, high sides, fairly heavy-duty, and well designed, there is a reason this design has been in use for a very long time. It also stacks well and that is an additional factor to think about when evaluating your takeout containers. I’m not saying every restaurant should use these, but merely to consider things that need to factor in choosing containers. Stackability, structure, and compact fit in a bag vs rounds or an assortment of different shaped oblongs. The vast variety of takeout containers available on the market offers a plethora of options, find what works for you instead of purely going by price or looks. The final result is the important part and again if a decent container that fits the bill is 5 cents more then the cheap round, buy it and add it to the menu price, your customers will thank you.
by Heather T. | Jul 15, 2020 | Blog, Marketing, Operations
Virtual Booth Tradeshow Prep (prior to the virtual show)
I had made up this checklist a while back as I’ve had a lot of people ask for advice and direction venturing into the new realm of doing virtual tradeshows. While there seems to be a ton of information out there about running and hosting a virtual tradeshow, I could not find much direction in terms of being a vendor and having a virtual tradeshow booth.
So I put together some thoughts based on doing webinars, Zoom meetings, participating in 4 virtual trade show events and attending since March over 100 virtual tradeshows as an attendee. Being an attendee was very helpful because I got to see some of the online glitches and errors that booth hosts could probably have avoided with a bit more prep in advance.
If you happen to come across any good articles on organizing and running a trade show booth and/or you’ve run or participated in one and have some additional suggestions or things you’ve come across, please leave them in the comments and I’ll add them (with Kudos and a track back to the submitter if you leave a helpful non-salesy comment (i.e. not buy my stuff as sales pitch).
- Familiarize yourself with the online virtual tradeshow format as far ahead in advance as the information is available to you.
- Google the format as well, find out if others have had trouble with the system prior so you are prepared in advance.
- Schedule a test run call with your booth co-hosts before your live event. (at least one call, if the booth co-host is having difficulties or seems very uncomfortable, make sure you schedule at least a second one closer to the event as well) (If applicable or the options are given do it on the platform, having a test run prior on Zoom or other online meeting if the platform is not yet available is suggested to at least do a run through in advance.)
- Add any polls ahead of time (choice of one choice, or multiple choice polls) ask the co-presenters in advance if they are going to run polls, and coordinate when during the booth virtual they will be run. Polls may not be available with all software (If applicable or the options are given) or if they are only available day of, prepare them in advance.
- Gather any online handouts and links ahead of time and pre-load them in or have them easily accessible to reference in a Google doc or other format.
- Clear your browser cache out prior (for reference: https://www.pcmag.com/how-to/how-to-clear-your-cache-on-any-browser or https://kb.iu.edu/d/ahic)
- Bring up any links you will referencing “live”, Proof the links in advance, nothing is more embarrassing then finding typos or wrong outdated information while you are doing a demo for booth attendees.
- Don’t depend on the internet, so if displaying things on web pages “live”, it is better to do screenshots and pull up the net “live” if there is time near the end of the session with an attendee or group of attendees. Or at least take screenshots and have a powerpoint ready to go for any displays or examples if the rest of the web is not cooperating.
- Prior to the booth session, turn off or unplug any phones including cell phones, neighboring computers you might get feedback from, and make sure your “space” to going to be quiet. Free the rooms from potentially barking dogs, kids, spouses, significant others and other distractions. Don’t have anything in the oven that can potentially set the smoke alarm off even if you have someone in the house, you can’t rely on them to take care of it.
- Start early before you go live to give yourself time to get logged into everything and quickly fix any issues or restart/reload any windows/applications, check video/sound, etc.) At least 15 minutes prior to the booth session, ½ hour is much better, make sure any booth co-hosts login in AT LEAST 15 minutes prior if not before, recommend ½ hour pre-login as well for yourself. Logging in right before the booth session starts, one almost always runs into a technical glitch.
- Make sure you have your introductions ready for yourself and any booth co-hosts and have rehearsed walking through it. Check for name pronunciations prior to the webinar if needed.
- Until you go “live” it may seem safe to discuss anything under the sun, but refrain from discussing anything confidential or personal, glitches do happen and you don’t know what is actually logged in the backend of a system you may be in.
- Have some general Q&A questions done up ahead of time to spark discussion and inspire booth visitors/attendees to ask questions. This is also helpful if you don’t have a huge attendance or people just can’t think of things to ask.
- Be connected to the Internet via Ethernet/Hardwired connection. Wireless connections will work, but your audio and video quality will suffer, and you may have playback issues if you are recording.
- If you plan to use music, videos, or images, remember to use only what you have permission to use. YouTube can and will remove all sound from a video with copyrighted music even if it’s in taped format if you are recording the session and have plans to use any part of it afterward for marketing.
- Have at least several glasses of room temperature water handy and remind your booth co-hosts to as well.
- Turn off any program or device that will compete for your bandwidth. This includes things like Google Drive and Dropbox that automatically update.
- Make sure any popups, ie. Anti-virus reminders, Windows updates are not going to pop up during your presentation, remind any booth co-hosts as well if they are screen sharing.
- Make sure Windows or OX is up to date prior to starting, preferably the day before. Having a computer decide to update or reboot mid-session can be a drastic interruption especially if you are the sole booth host.
- When screen sharing be aware that depending on the virtual tradeshow software used, generally everything can be seen, including bottom taskbars and if you are using the internet, bookmarks as well as open tabs on a browser. Remind the booth co-hosts of this as well.
- Recommend having two computers if you are the booth host, one to be the host, the other to be logged in as an attendee (make sure and mute the sound from this one). This helps for two reasons, one there is sometimes a small time lag, and if you are speaking you want to make sure any slides or anything online you are speaking to are consistent with what the other booth visitors/attendees are seeing.
- Be prepared for interruptions, door bells ringing, dogs barking, kids etc. If you have booth co-hosts, have a key word or phrase ready to let them know they need run point/take over for a few minutes until an issue is dealt with if needed.
- Be prepared for things NOT to work, the booth co-hosts can’t get on, they don’t have audio or visual, etc.
- Practice using the camera on your computer, phone or laptop. You can do this at any time prior to the booth session.
- Plan your lighting so that your face is well lit. Avoid sitting with your back to a window or other source of light and be aware that some overhead lighting can also make it difficult to see you clearly. Eye glasses tend to have a glare and if you tilt the back of the ear pieces up and the nose piece slight down it can reduce direct glare.
- Position yourself so that your upper body is visible, not just your face. This will allow you to be more expressive when speaking and people can see hand gestures and movements.
- If you are using a phone or tablet, ensure that it is placed on a stable surface.
- Ideally, position the camera so that it is at eye level when you are looking forward. This makes for better “eye contact” with the viewers. If you are using a laptop, consider putting it on top of some books or other platform so it brings the webcam up to eye level.
- When speaking, make “eye contact” by looking directly at the camera lens. This can feel uncomfortable at first and takes practice, but it makes a significant difference to the effectiveness of your online communication.
- Wear a headset if possible, it cuts down on external noise and audio and mics are easier to hear and have a better sound quality then having someone call in on their phone.
- Virtual backgrounds are fun but also suck up bandwidth, consider having some sort of backdrop especially if the room you are in is “busy”, Even a bed sheet hung up works well. If your business has a pop up display for in person tradeshows this can also be used as a partial background. Table coverings with branded logos make an excellent background if they are available (for use in in person tradeshows)
- Remember to use the “mute” feature when you are not speaking to eliminate background sounds, and be aware of where it is at all times in case you have an unexpected distraction/interruption.
- Wear muted and solid colors, patterns/stripes/busy patterns are very distracting. No hats, suggested jewelry is small and not shiny (shiny jewelry reflects computer light and can be distracting if it flashes when you move, not just earrings but watches, and large rings as well)
- Be cognizant of your facial expressions on camera, touching your hair and face is common but can also be a distraction to the booth visitors/attendees. If you use hand movements while you talk to describe something, be aware that your gestures need to be seen in the frame of the camera.
Some additional questions to ask yourself prior to the virtual tradeshow:
- How are you going to capture information?
- How are you going to follow up?
- Is your virtual booth going to have demos (demonstrations) at set times or ongoing ones or is going to be a general Q&A or will there people on hand to break off for one on one discussions (if the platform allows).
Some additional Prep:
- Have logos and photos available in different resolutions/sizes and formats in advance.
- Check any links you will be submitting to use for advertising on the host/virtual show site, check for updates/typos and out of date information.
- Have head shots prepared (not all virtual tradeshows offer this option but many do) and available in different resolutions/sizes to use as needed.
Some questions after the fact to ask yourself after the virtual tradeshow:
- If the virtual tradeshow had a cost, did you make your money back or is there a good chance you will?
- Was the time spent preparing and running the virtual booth worthwhile? This is not necessarily the same question as did you make or potentially make a profit from it.
- What could you do better or differently if you did it again?
