We are excited to welcome entrepreneur Kimberly Hardcastle, another icon in our industry, as today’s guest.
Kimberly is the Chief Strategist at Freeman and one of the industry’s most respected leaders in event marketing and strategy. Kimberly is a speaker, a writer for the PCMA Convention, and a leader recognized by IAEE with the Educator of the Year and Woman of Achievement awards.
Stay tuned for Kimberly’s practical insights on leadership, personalization, trust, AI, and the direction the meetings and events industry is headed.
Kimberly’s Journey
Kimberly originally studied Spanish with an emphasis in business, planning to facilitate international trade. After her husband’s military career took them to Maine and Scotland, she focused on marketing and eventually joined MDG, a marketing agency specializing in trade shows. When the founder began planning for retirement, Kimberly purchased the business, grew it twentyfold, expanded across the United States and internationally, acquired Tag Digital in the UK, and later became Chief Strategist at Freeman.
Noticing Potential
When Kimberly purchased MDG, she saw far more potential than the business had been built to pursue. The agency already had trust and a strong reputation, but she believed it had only scratched the surface. By expanding geographically, broadening its services, and investing in growth, the company scaled far beyond its original size.
Relevant Events
The meetings and events industry is changing too quickly to continue operating in default mode. AI, changing attendee expectations, and evolving buying behavior require organizers to question long-held assumptions and continually adapt their events so they remain relevant in the future.
The Trade Show Floor
Attendees now complete much of their research before arriving at an event. Instead of discovering companies for the first time, many arrive ready to compare options, ask detailed questions, test products, and determine whether a solution fits their company and timeline. The trade show floor has become a place where buying decisions are more likely to convert.
Reaching Attendees
Email remains important, but it should no longer be the primary marketing channel for events. Event organizers need to expand into additional channels, optimize their websites for answer engine optimization, and use tools such as LinkedIn collaborative posts to reach audiences where they are already searching for information.
Better Booth Experiences
Exhibitors should bring the right mix of people to their booths, including engaging salespeople and knowledgeable subject matter experts. Instead of simply scanning badges for follow-up, you should create hands-on experiences that allow attendees to explore products, ask difficult questions, and build confidence in their decisions.
Building Trust
You build trust by showing that you understand the challenges your audience is currently facing. Rather than relying on generic claims about event size or the number of sessions, your messaging should demonstrate that you understand changing regulations, rising costs, shifting customer expectations, and other issues affecting your industry.
Authentic Human Interaction
As AI-generated content becomes more common, authentic human interaction becomes even more valuable. Live events offer experiences that cannot be replicated at a desk, including human connection, trust, hands-on product demonstrations, spontaneous conversations, and opportunities to learn directly from other attendees and subject matter experts.
Personalization
Personalization is no longer about simply using someone’s name in an email. By using attendee data responsibly, organizers can recommend sessions, exhibitors, introductions, and experiences that align with each attendee’s specific objectives while still allowing room for unexpected discoveries throughout the event.
Understanding the Next Generation
Millennials and Gen Z are changing how products, companies, and events are discovered. Although they are digital natives, they value face-to-face events because they build confidence, professional relationships, mentoring opportunities, and interpersonal skills that cannot be developed through screens alone.
Focus Areas
As a business owner, you should focus on the areas where you create the greatest value and surround yourself with people whose strengths complement your own. Putting the right systems, processes, and people in place allows your business to grow without sacrificing quality or client experience.
The Future of the Industry
Kimberly believes AI will help event professionals accomplish more with fewer resources while creating increasingly personalized event experiences. She feels there is still significant opportunity to keep communities engaged throughout the year rather than limiting engagement to the days when the event takes place. She expects face-to-face events to become even more valuable as AI continues to reshape how people work and communicate.
Bio: Kimberly Hardcastle
As Chief Strategist at Freeman, Kimberly drives participation, elevates experiences, and future-proofs events for Freeman clients. With a Master of Science in Business Administration, over two decades of industry experience, and a unique ability to shift between analytical and creative thinking, she brings both discipline and imagination to solving complex challenges. Her expertise in event marketing, strategic planning, tactical execution, and organizational design was shaped during her 24-year tenure at mdg, the agency she helped build before eventually selling to Freeman. Kimberly is a CEM faculty member, a Krakoff Leadership Institute alumna, and has been named by IAEE as an Educator of the Year and a Woman of Achievement. She has a monthly column in PCMA’s Convene magazine and is a frequent presenter at SISO, PCMA Convening Leaders, Expo! Expo! and Lippman Connects events. She’s also the wife of a retired Navy pilot, mom of a recently graduated Horned Frog, Peloton addict, reader, runner and believer in civil rights.
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