Top 10 tips and thoughts for event and meeting planners to make event planning easy and stress free.
1. EVENTS ARE SIMPLE…REALLY!
Think of events as a dinner at your house with friends. Pick a date, invite friends, select a menu and entertainment, communicate parking instructions and confirm details. Events are the same, just at a much bigger scale.
2. EVENTS ARE EXPENSIVE
Unexpected expenses are the norm. Give yourself a few percentage points of wiggle room in your budget to address surprise expenses.
3. KNOW YOUR AUDIENCE
It is key to understand your attendee’s likes and dislikes, and plan your event, location, venue, activities, and technology around your audience’s likes.
4. CUSTOMER SERVICE
Events are all about hospitality and customer service. Providing 5-star service to your attendees is a must. Listen to this fantastic Event TALK! podcast to learn best practices and tips around event customer service and hospitality.
A key part of event customer service and hospitality is communication. Put yourself in the attendee’s shoes, listen genuinely to issues, address them immediately and insure that people are heard. Click here for a great article on event customer service.
6. ALLOW MORE TIME
Professional planners we can singlehandedly plan events blindfolded; however working with committees and vendors requires a carefully planned production schedule. It never hurts to allow extra time to insure that all production partners and vendors can complete all tasks required. We recommend allowing for at least 10% extra planning time.
7. ASK FOR HELP
You can’t do it all yourself. Consider hiring someone to help you with the planning process or administrative support so you can focus on delivering a fantastic program and revenue generation rather than stuffing envelopes and folding napkins.
Allergies are a real issue for many attendees. As we strive to deliver a first-rate experience to our guests, meeting planners must address these challenges by offering meal options and environments free of allergens. It is however key to understand your limitations in your ability to offer the right services, meal options and environment to your attendees. If you ask about allergies, attendees expect you will deliver on their request.
9. TAKE CARE OF YOU!
Planning and working events is brutal. After all, the job consistently ranks as one of the most difficult to perform. You cannot be successful if you do not take care of yourself first. Ample sleep, balanced meals and comfortable shoes are only the tip of the iceberg. Click here to see a list of life hacks for meetings and event planners.
10. FIND YOUR SECRET HIDEAWAY
Inline with the above statement, planners need a quiet space away from the event to hide, regroup and relax. This is not the hotel bar, pool or other public area of your venue, but your room, office or other hidden away place at the venue. A place you can go to and collect your thoughts, take a deep breath and get ready for the next task.
What are your tips and thoughts, share them with us on Twitter @Eventinterface #EIEventTips.