With a little effort almost all loss is preventable. It is important to understand who your attendee is a take the appropriate approach. Voting keypads are so miniaturized that are more likely to be misplaced than stolen, i.e., left under napkins or tables at the venue, or unknowingly kept by the user. Meeting attendees sometimes simply forget that the handset is in their bag or pocket. Most often attendees just need to be reminded to check.

As far as I know, the best and only built-in system for loss prevention comes from the manufacturer CLiKAPAD. They have a built-in buzzer, and they offer a detector that sets off the built-in buzzer in the voting device.

It may seem counterintuitive, but sometimes more ARS equipment disappears at smaller executive events than larger ones. The difference may be that most of our high-end meetings clients are unwilling to have their attendees be concerned with the equipment. Rather than gently prompt the audience with a reminder to leave the devices for collection, the clients prefer to absorb the relatively small loss.

Conversely, at the end of the taping of a network TV show, they asked the entire audience to stand, take the Quick Tally voting device and place it in their right hand, turn, and place it on their chair. Then they were thanked and instructed to exit the studio. Lost handsets, none!

The initial solution suggested by clients is to take a driver’s license as security from each attendee. The idea isn’t viable because in addition to the potential refusal to give up the license, it would cause a huge bottleneck at the exit. Instead, with large high-risk TV audiences we tell them that the device is both their ticket in and out of the venue.

Here are a few loss prevention ideas:

• Attach a lanyard to make the device more visible. If there is no place on the device for the attachment, consider putting the device in a plastic name badge holder that allows for the attachment.
• Formalize both the distribution and collection of the devices strengthens the concept that the attendees will need to return the device. Inform the attendees that the voting devices will be collected as they exit. That may simply be a collection bin, or by having a person at the door(s).
• At public event venues at which there is no connection between the client and the attendees, some of our clients suggest that there are detectors at the exits. Word it very positively by saying the device is small and people forget they have it — which happens to be true.
• If the participants register and receive a packet, include the device with the packet. The ARS vender can provide a printed list if the device ID numbers. Write the attendees name next to the ID number. Use this as a reference post-event, or check out the devices as they are returned at the conclusion of the event.

And Now For Something Completely Different”

Fans of Monty Python will definitely remember that line! And, it might be a very good idea to keep it in mind, as a plan to save your next meeting from boredom.

Do you run the same event in style and format every time? Are the events, on the same dates, for the same length of time? Is there ever anything unpredictable, or done just for fun? Why not?

Event Professionals call meetings SHOWS. Do you think of them as shows? You should.

Determine which of the following tips are right for your particular cultures show:

• Be entertaining.
• Take inventory of the resources in your toolbox.
• Keep refreshing and changing the show elements: venues, types and tempos of music, lighting, seating, pacing, different styles of seating– everything. Small changes are important. It is a show.
• Have a bright daytime look, a darker nighttime look. This includes colors and lighting. Daytime TV uses much brighter “daytime” lighting and bright colors.
• Have your serious business and also make it interesting and at times exciting to be there.
• Keep the attendees involved. Use your audience response system to determine the topics of interest and importance to the audience. Honor that choice.
• Have an unexpected quick interactive game with meaningful prizes.
• Look for and welcome differences of opinion. Conflict is the backbone of drama—and real interest.
• Create and ongoing joke. Ask an interactive inside joke about some company, or event related topic (golf, food, etc.). Perhaps ask why the attendees are at the event; include something silly such as free coffee as a choice. Then during the event (especially when things get dull, or tense), use it as an unexpected running joke. Go back to it unexpectedly with: “Let’s see how the people who are here for the free coffee responded to this question”. As hokey as it sounds, it really works. It works because it is lighthearted and unexpected in the midst of serious business. It is something completely different.