Throughout every single industry, meeting and event planners are among some of the hardest workers there are. These professionals are experienced planners and communicators who create experiences that bring the client’s vision to life through their expertise.
There are ten essential tips for you to follow in order to plan the perfect event:
Make Data Your Best Friend
There is no doubt that every decision you make in life should be backed up by data. Consequently, you need to identify ways in which you can quantify your efforts as a planner as well as learn from them.
Consider beginning to measure Net Promoter Score (NPS) and implementing surveys that go beyond mere opinions and anecdotes. Make sure you use quantifiable metrics to figure out whether the decisions you are making are having a positive effect on your business. A great way to do this is through iPad rental.
A high-quality set of data is valuable for more than just improving event design with each iteration. Through this method, you are given the ability to negotiate and to push back when clients make suggestions that have never worked before.
Experience matters to us, which is why we spend time and effort on event design. Don’t limit yourself to just events for inspiration.
For your event’s visual appeal, work with your creative partners, like entertainers, furniture suppliers, and designers. Make sure that every design detail is considered.
Analyze Things From An Anthropological Perspective
Organizing events in different cities across the country (or around the world) requires you to know the cultures and people in those locations. Is your event in Los Angeles? Make sure you understand the traffic situation. Take into consideration the nature and demographics of the city in which your event is taking place.
Think about the message a destination sends when choosing one. Engage the CVB in the area to tie your destination event themes into the culture of the community.
Take Plenty Of Pictures
Is your event memorable when you’ve designed it well? Use social media to find out if attendees are sharing photos or using the hashtag for your event.
Encourage social media interaction at your event. The Instagram logo can be pasted in various places throughout the venue to act as a call-to-action, such as a pop-up photo booth.
Consider your event design as a backdrop for photos. Include elements at your event that would make you stop and take a photo – and that will get you to stop and take a photo.
Make Bullet Points If You Want It
There’s a good chance that if you’re reading this, you are probably used to thinking in terms of checklists, bullet points, and action items.
It is also possible that this is not the case for every member of the planning team. To ensure that absolutely nothing is being misunderstood, make sure that, any time you delegate a task, you ask your team to rephrase the request in the form of a list.
Find Trust Worthy Venues And Grow Your Network
Planning companies spend so much time on-site visits since they don’t always know who to trust in a given city when it comes to venues or contacts. Even though you could continue to spend all your time vetting meeting spaces with your own eyes, the truth is that you would be better served by exploring new human connections, that already have the answers you seek.
There is no escaping the fact that connections are everything in this industry, so don’t be shy to ask for introductions.
It’s time to revert the roles just a little bit. As a company, you are used to providing clients with as many services as you can. Don’t forget to ask your partners to go the extra mile for you by asking them to do the same for you.
You can, for example, ask your A/V provider to be a part of the decision-making process. Invite your partners to accompany you when you go on site visits. Their eyes may catch details that you may overlook.
Put some effort into your learning process. During all of the time you spend with people, you are either connecting them, celebrating with them, or educating them. Can you let us know how you are improving the events you host for clients?
In order to learn, you have to step outside of your comfort zone from time to time. If you want to get better at what you do, you have to experiment more. It would be great if you could volunteer at an industry organization to gain more experience. You can also participate in events and tradeshows that you have always dreamed of attending.
Hold A Greener Event
Our carbon footprints must be reduced, so we must all do our part. Ask the venue you’re working with about green event programs. Green events are a huge selling point. Describe how you have created an event experience that is sustainable.
Think On Your Feet
The best planners in the modern era will become more adept at thinking on their feet as time passes, but this is an ability that cannot be taught but must be acquired through experience. Isn’t it ironic that all the problems always seem to arise when it’s the one thing for which you didn’t have a backup plan?
In the event of a disaster, a hero planner can turn it into a small victory. If you want to mitigate the risk, find an accountability partner that can act as a check and balance – someone who can review your meeting plans as a second pair of eyes.
Getting things done isn’t always easy, but it isn’t impossible. It is the unknown that is the biggest thrill in the job. Even though we put so much effort into creating the perfect event, there is always the possibility that something could go awry. Modern meeting planners can come to the rescue and ensure that the event runs smoothly.
Using collaborative tools and technology makes it much easier for you to do the job of an event coordinator. That way, you not only save time but also produce the best event experiences by working together as a team.
This guide should help you tocreate the perfect business event. Do you have any tops that could help? Please share them in the comments below.