A quick look at our local media makes us aware of the many meetings and events happening in Lincoln every week. It may be a conference, a seminar, a fundraiser, an awards celebration, a festival, or a sporting event, to name only a few.
For each event, there are people who spend countless hours making it happen. Did you ever wonder what goes into creating a meeting or event? Here are just 10 of the many planning steps that proceed a successful event.
1. First planning step: Determine the goals and objectives of your meeting or event as well as how you will measure the outcomes.
2. Financials: Set a realistic budget and monitor it carefully.
3. What, when and who: An event timeline helps you stay on track. What needs to happen, when you will start the task and complete it and who is responsible?
4. Venue and supplier selection and coordination: Research venue and supplier services and products to verify they match your event needs prior to signing any contracts. Communicate with the venue and suppliers throughout the process.
5. Getting the best value: Knowing how and when to negotiate fees is important to getting the most value for your money. Effective negotiating is a win-win for all parties.
6. Effective marketing: Know your target audience and how best to reach them.
7. Bring fresh ideas to the table: Trying new and even trendy ideas can add fun and increase the attendee learning experience. Carefully consider your group and which changes will be winners and which might not work.
8. Technology: Technology is changing rapidly in the hospitality industry. It is essential that you or someone on the team knows the questions to ask. Don’t ask vague questions. I was once assured by a new venue that their technology was state of the art. When I probed further, I learned we could connect my client’s laptop to their overhead projector for the PowerPoint presentation and that they had a podium microphone. That was their state of the art technology!
9. Contingency plans: You can count on making a last minute adjustment or two. It may be as easy as adding a few more chairs to a breakout room or as complicated as dealing with a power outage or a speaker who will not arrive in time as her flight is delayed. Being flexible is a must.
10. Human resources: An event manager must know how to work with people, including the organization’s managers, planning committee, volunteers and staff and venue and supplier staff. You may have speakers and entertainers as well.
Meeting event objectives and creating a positive guest experience is essential for a successful event.
by Annette Marquez, President/Owner
The Perfect Occasion LLC
402-261-6738
annette@theperfectoccasion.net
The Perfect Occasion LLC is an event planning company specializing in planning and managing events for businesses and nonprofits.
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