Next Level Live
Project
Next Level Live Conference
Service
Visual Notes, Event Activation
When Your Event Becomes the Decor: Inside a Bold Budget Shift
“There is something magical about the idea of having all the ideas and content that's floating around through the room, all the wisdom that gets shared in this room, put onto these gigantic boards in a visual format that really encapsulates what the entire experience was about.”
James Wedmore
Challenge
Deciding how to spend your event budget can be stressful–how do you ensure your attendees are getting the most bang for their buck?
The Big Picture: Spend Your Budget Where It Matters
James Wedmore had a decision to make: spend his event decor budget on balloon arches that would deflate by morning, or invest in something his attendees would find true value in.
Event hosts share common struggles when it comes to the stress behind an event. Wedmore is no stranger to these worries, especially as a self-described “teacher at heart” who covers a lot of ground at his events. Complex topics. Deep dives. Big ideas that connect in intricate ways. His attendees are oftentimes visual learners who walk away feeling inspired, but also overwhelmed by the volume of information.
For years, the host of the Mind Your Business podcast watched thousands and thousands of dollars go toward event decor–balloon arches, floral arrangements, etc. Sure, they brightened the room, but after every event, the same thought nagged him:
“What did any of that do for the people who paid to be here?”
A tangible takeaway that breaks down the content while also serving as a visual refresher is exactly what he was looking for.
Working with a limited budget, Wedmore had a big decision to make for an upcoming event: balloons or visual notes?
Spoiler: he made the bold call to nix the entire decor budget and redirect it to visual note-taking with Ink Factory.
Solution
One artist, two days–capturing both visual notes and an event activation
A Big Decision Made
A few years back, Wedmore stumbled upon Ink Factory and visual notes on social media. He knew he liked what he saw, and immediately followed us. Throughout the years, he watched as we posted various event features and touched on our different service types before he made the leap to bring us on for one of his events.
Ink Factory joined the Next Level event for two days–sending one artist to draw both visual notes and an event activation for James’ speakers and attendees.
The content was all about helping James’ students take their coaching businesses to the “next level.” From podcast marketing to dream interpretation, our artist captured it all.
On breaks, attendees were encouraged to share by contributing to our event activation. They shared their dreams for their businesses and lives, and their secrets to success–and our artist illustrated each one all together on a shared board.
“Every single one of our attendees has their vision, their dreams, and their gold wisdom on a board as well. And what I’m so excited about is they’re going to get all of this at the end in a digital format, every single one of my attendees. And I think it’s just gonna be really special.”
As each talk finished, the visual notes were put on display one by one, so attendees could refer back to what had previously been discussed, take photos, and share on social media.
Result
Results beyond documentation–conversation starters, engagement tools, and proof of value
Unforeseen Results
The impact went beyond documentation. The visual notes became a conversation starter, an engagement tool, and proof of value—all at once.
“What you see on social media is exactly what you get,” said Wedmore. “It was mesmerizing for the audience and I can’t help but notice they’re talking about it at the breaks. They’re coming up and taking pictures, they’re reviewing the notes, and they’re giving me and my team incredible feedback on just how special this is.”
Wedmore anticipated a high-quality deliverable. What he didn’t expect was how easy the entire process would be.
“I thought it was going to be a much more intensive process,” he said. “I thought I’d have to get them everything, stick to my script, and couldn’t deviate. I’m known to deviate and go on tangents—and Alison was right there with me the entire time.”
As for whether he made the right decision…
“The beautiful thing is that the visual notes become the decor, set the tone and the vibe for the event, but also leave your attendees with something of tremendous value, and that to me is the most important thing.”
James Wedmore
Meet the TEAM
No, we’re not tattoo artists. We’re really big visual note-taking nerds. The kind of people who get genuinely excited about the perfect marker color and debate the best way to draw a lightbulb. Sure, we take our work seriously—but we refuse to take ourselves too seriously.
Alison Vellas
Director of Creative & Brand Experience
Ryan Robinson
Founder, Chief Client Officer
See it for YOURSELF
Finding the next step is harder when your wires are crossed. Drawing can help you get everyone on the same page—without all the sticky notes.
You won’t regret it
