A couple of weeks ago I was invited to the preview of the decor and food for the fast approaching Black and White Opera Soiree at the National Arts Centre. The Black & White night at the NAC has become a political must-be-seen-at-affair of the fundraising season, and it now rivals to the Venetian Ball in total dollars raised.

Official Ottawa is in for a treat this year. As we reported here some months ago, Chef Michael Blackie has moved from his previous four-star kitchen at the Brookstreet Hotels Perspectives Restaurant and is now comfortably ensconced at the fifth artisitic director at the NAC--Culinary Arts. The video recaps the meal created for the February 27th event and the stunning decor created by Avant-Garde Designs.

Food & Decor preview for the NAC Black & White Opera Soiree from Ian Capstick on Vimeo.

From the interview here are some ways you can bring the Black & White experience into your next client dinner, birthday party, or romantic evening:

Advice for chef-style food at home:

• Warm plates make for warm meals--wrap them in a damp towel and put them in a warm oven (not too hot!)
• Chef Blackie suggests that your next stove have a lower warming drawer if you are planning to entertain regularly
• Get your guests helping with serving or stirring; no chef works without a little help

Advice for professional level decor

• Symmetry: line everything up, match all the elements and
• Levels: use mirrors (get them at Ikea), glass blocks, ice slabs, or even inverted glasses to provide pillars, heights, and depth to your table
• Simple colour palette: this year's Black & White Opera Soiree is based on the purple, black, and white invite. Ottawa’s Avant Guard Designs created the purple table scape for the fundraiser based on the invite produced at the NAC

A USB media kit is a fun, and sometimes cheap, way to connect.

A provincial-level, non-governmental organization recently asked me to weigh in on using media kits as a method of introducing an organization to the media. I couldn’t attend the session in person, but I thought it was an amazing topic and offered to contribute via the blog.

A couple of points to help set up the organization's five questions:

• The program and the over fifty partner agencies feel they do not get the credit they deserve; they work in all communities across Ontario.
• It’s their organization's goal to make a “strong push to do more community engaging events and involve new partnerships.”
• As with most NGO’s, they need this product to “double.” In addition to being a traditional media kit, they also need it to act as a way to introduce these vital agencies  and their work to interested businesses, citizens, and potential community partners.

Media Kit Questions What tools are available for making your media kit--efficiently and effectively?

• Great writing; short, simple, and to the point: Information is great. But, concise and relevant information is priceless. Too many media kits feature too many pages about programs/events and ephemera best left in annual reports and newsletters.
• Good design: invest in templates; don’t let your designers provide only un-editable files. Make good design a prerequisite to products leaving the organization. Has it been time for a new overall look for years? Get on it. In the mean time, simplify pages, strip out clip art, and embrace white space. Keep the fonts to two, maximum. You don’t need Photoshop and InDesign to make great looking products. You need common sense and an inspiration (head to the local magazine store and try replicating simple, modern layouts).
• Amazing photos: what do people see first? A great big photo. The best one you have. Draw in the audience. Don't have great photos? Get some. Many photographers love working with NGOs and would be happy to help.
• Information journalists can use: I always giggle a little when I get big press packages with umpteen clippings from other papers. Select quotes should do it. Include relevant stats, a bullet point history (less than 150 words) and stories, anecdotes, and other information that can be used.

2) Can a media kit involve a simple cut and paste from your website? What tools should be included for media kits at events?

Journalists know how to visit your website. Don’t copy and paste.

Sections for a great event-based media kit:

Organizational bio (~200-300 words): have someone who works in your local coffee shop read it (Really!) and then ask them a few questions about your organization.

Event description: a short run down of the event narrative; what the journalist is going to see at the event and why; answer all the questions (who, what, when, where, why, and how).

Event scenario: a minute-by-minute breakdown of all things that will happen in the night.

Advance speeches: fork it over, it’s really nothing too secret--give journalists (and translators) copies of the speech in advance. They will like it, I swear.

Photo contact sheet: not required, but helpful. A one page colour print out of the 6 -10 photos available for download on your website. Photos of the prep and run-up to the event and of principal speakers/performers. Think, “photos that would look great on a blog or in the paper; unique shots no one else could have access to."

3) What are some common mistakes in media kits and their delivery?

• Too little information, too much padding.
• Too much information, too little colour.
• Way too much information with no design/navigation elements.
• Old materials, dated logos and fonts.
• Inattention to detail. Not everything needs to be custom printed, but it should look like you cared about the way it was put together.
• Forcing the kit on unwilling journalists.

4) What are some unique ideas to stand out? USB data keys or sticks are still popular and can be custom printed with your logo for less than printed/custom dye cut folders. Opt for the largest size you can afford.

I’ve seen kits delivered in paint buckets, pizza boxes, with “kidnapping” style notes attached, stuffed with sparkles and streamers, and delivered by sining telegram. Funny thing: I can’t recall what any of those zany pitches was selling. Stay fun, clever, and charming. Kooky and zany get in the way.

I’ll point you to my thoughts on Social Media Releases as well. I think they can be used to great effect, provided you don’t pay too much and have a strategy to get them into the hands of journalists.

5) Can media accept gifts?

Yes and no. They will certainly snap up swag (t-shirts, bumper stickers, coffee mugs) directly related to the pitch or event, but real gifts (over $10-15)? That places journalists in an awkward situation. The same holds true for lunches, drinks, and dinners: if it’s work-related and the point is to get ink, it’s best to let the journalist pay for themselves.

The True North Media House is an Olympic project worth watching. As you learn in this short clip the group is neither pro or anti Olympic - but acts as resource, collaboration vehicle and social space for “self accredited” reporters. This webisode is one part of a larger storyline a Vancouver documentary film maker is weaving about the Olympics, social media and society.

For more on the documentary visit the official site. And, if you are in Vancouver during the Olympics and have a desire to contribute to a larger media project - visit the True North Media House and sign up.

MediaStyle is a TEDx Ottawa in-kind sponsor; on Sunday we will be helping produce the live blog for the conference. Enter your email below to get a reminder to watch on Sunday. We will also have a live video stream.

Animikii’s marquee product, YikeSite (a neat content management system) was celebrating its' second anniversary.

Creator and owner (and best friend to yours truly) Jeff Ward called wondering what he should do to set his light dinner party apart from other tech events in Victoria where YikeSite is based.

He already had a great location lined up. A fun au courant menu planned - artisanal cheeses and charcuterie for about 15 - 20 select guests.

After talking about time constraints, objectives and budget we settled on four super-low cost-high-impact elements to brighten up the party:

1. Jeff is a busy guy - with his business, a three year-old and a newborn - he needed a simple and creative centerpiece that are fast to make: paper lanterns fit the bill. Try using a logo sticker or print directly onto the paper and wrap around a glass mason jar or small hurricane lantern; light with an LED or tea-light
2. Simple touches make people smile: at a light dinner party like the YikeSite birthday bash, most folks will reach for cutlery - simple strips of paper act as napkin rings and serve as another opportunity to highlight the logo.
3. Let Mother Nature be your inspiration; instead of cut flowers or elaborate centerpieces - opt for a flowering house plant in the brand colours. Jeff used a bright red gerber plant bought at a local Victoria bodega.
4. Consistency and restraint are key: from the invites to the table top keep the colour palette the same, don’t over brand the whole table and go overboard - one or two elements is all you need.

Photo by Jenn Farr

Here is a video I created and uploaded for the Village supporters on Facebook; now at nearing 650 members.

Here is a set of photos from Jenn Farr; local activist and woman-about-town from the event.

The exciting parts of event planning are the design and decisions phase. Making all the right choices comes down to a balancing act between cost, quality, and quantity.  This is exactly where it becomes clear event planning is not all about appetizer selection and flowers.  It has a lot to do with contracts, legal documents, retainers, vendor relations, accounting, and negotiation.  Never forget to read the fine print.  Often food, venue, and other vendors are also very skilled sales people. Donʼt forget to ask:

- Where are the extra fees/taxes?  Firm cost or estimate?
- Are there other options?
- How have you arrived at this price?
- Can I get a discount?

A few weeks back I wrote about incorporating Twitter into conferences and events as a feature (the Twitter-wall) and as a back-channel. Since then, Iʼve had some interesting conversations with people looking to integrate the micro-blogging service, text messages, and other instant-reporting mediums into events.

The three big concerns are:

1) Disenfranchising those not on Twitter; inclusion of everyone in the “back channel”
2) Fear of hash-tag or Twitter takeovers (ie:  political opponents bombarding a live Twitter conversation)
3) Misrepresentation of others information, thoughts, or ideas

Here is how I have been responding:

1) Spread the “means of digital production.”  Worried about disenfranchising?  Empower.  Have laptops or desktops on-hand with guest accounts and lock down the rest of the programs and files on your computer.  Load up the Common Craft video explanation of Twitter (with headset), the Twitter log in page open in a browse, set up a “Genius Bar” (definition:  stations of experts of specific topics, areas, or sometimes tech generalists which were made popular by Apple Stores), or “Speed-Geek” stations (definition:  groups of participants travel from table to table in “speed dating” style learning about various social media/technical solutions).

2) If you must, moderate.  Particularly in the political arena, there are plenty of case studies showing you shouldnʼt allow unfiltered streams of aggregated tweets to be displayed without review first.  The bigger the event, the more moderation you need.  This is for two reasons:  volume and security.  Volume in the sense that only so many tweets can be displayed and read by an audience.  Security in quite the literal public relations definition; placing a trusted person and a concrete process in place to moderate the live projection means less chance of an errant offensive/vandal/spam tweet making it through to the live event.

3) Nick Charney of Public Service Renewal, an integral part of the team that brought ChangeCamp to Ottawa, gets all the credit for this next innovation; he has provided the context and introduction to tweeting at a recent government event:

Over the course of the Event we will be encouraging participants to use Twitter as a “back channel” to facilitate information sharing and collaboration.  We will be using a Twitterwall during the event using Twitterfall.  Simply put, a Twitterwall is a projection of live tweets during a conference or gathering.  In order to capture your comments on Twitter, please # tag them using the #eventhashtag (no quotes).  Generally speaking, we are using Chatham House Rules to guide our participation via Twitter.  The rules state:  When a meeting, or part thereof, is held under the Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed.

Here is a side by side comparison:

Photo Credit

There is nothing worse for your eco-karma than green-washing.  When companies advertise a so-called "sustainable product" or green event; some claim it's "zero carbon"; but most just simply label it with the ubiquitous "green" tag.  Here is a tip:  if they just handed you a non-biodigratbable plastic anything then chances are the environment isn't really their first priority.  My bottom line: if an event is going to be labeled "eco", "green" or "sustainable" - it must take every single opportunity to lessen the ecological footprint.  This isn't to say don't take small steps or start incorporating green ideas and sustainable choices into your office, home and events: just don't fall victim to green-washing.

Here are some real ways to make sustainable choices:

1. Use a top-to-bottom approach of evaluating an event or product.  Make a clear list of the largest energy consuming aspects (lighting, heat, air travel, ground transportation, materials productions, etc...). Ask the question: how can I reduce the energy needs for this event? Larger events will need the assistance of a professional evaluator.
2. Engage your community; ask them how your organization could reduce energy use and hunt down suggestions on how you can be greener.  Would your membership accept a newsletter via PDF? No? OK, how about reducing the number on in-person board meetings to one a year (and the hold the others via video/teleconference)?
3. Hire a firm like GreenShift to evaluate and help replace all environmentally unfriendly products . Great for plates, cutlery, napkins and a bunch of great advice and counsel.
4. Buy carbon offset credits
5. Hold the event online - can the seminar be a webinar?  Can a full AGM be held reliably online?

What do you think?  Let me know in the comments.

Photo credit for green washing machine here and lettuce here.

So, you want to go to the conference but it costs too damn much to get in?  "Get in" without paying by not going.

Don't go - use Twitter to follow along.

Counter intuitive?  Sure.  But the current camp movement of unconferences, Twitter, LiveStream, YouTubem, and the massive growth in live blogging means you can experience a fraction of the conference without leaving town.  TED is a perfect example of this.  It's an expensive, exclusive, and brilliant conference. I can't afford to go.  But for years, I've been learning from TED TV broadcasts and now at my own pace online.

Quick steps on using Twitter to learn from afar:

1. Follow the attendees/speakers conversations via the #hashtag
2. Visit websites linked on their profile  (chances are live blogging, recaps and videos are also being posted)
3. Save written presentations/slides and gather links and information from the various information flows conferences produce (especially unconferences, hunt down the all-important wiki)
4. Sit back for a few moments and ask yourself:  "What do I want to learn", and write it down.
5. Now, go back through the information and be selective about what you choose to consume.  Share the best with coworkers and like-minds.

Twitter is your key to "following along" with a conference.  I find the most connected and connecting individuals are most likely to also have a proclivity to share.

Although, I'll concede these steps and a few TwitPics and hash-tags was clearly not enough to truly experience CupCakeCamp.ca in Toronto. Anyone in Ottawa up for Capital Cup Cake Camp? Email me.  We're organizing it now!