A lot of ink gets spilled on the subject of strategic meetings management and the big picture elements of event execution. But just for a minute I’m going to take off my strategic hat to focus on the operational aspect of taking an event from smooth launch to excellent finish with the minimum of thrash along the way.
My first bit of advice: Buy the space. Event space is a hot commodity and hotels will sell it and flip it as many times possible, and faster than the best pancake-maker. So don’t count on the idea that your room might “just happen” to be available prior to the day.
To ensure you have plenty of time to ring out the room and not pull an all-nighter before your next 15-hour day, buy the space. Just pay for it. Work it into the budget. It’s worth every penny to ensure your general session is perfect, your break out rooms are perfect, your AV is flawless (as possible), and you might even be able to have dinner and get a good night’s sleep!
Speaking of AV, what is the deal with the hotel AV situation? Dealing with hotel AV can be frustrating and at times infuriating, especially when you have to up your budget to account for exorbitant charges for extra power to run the show and mediocre ‘highest speed’ WiFi. Sometimes you just have to bring in your own AV crew, and you shouldn’t be penalized for this.
The WiFi situation has been a hot topic, so I have realized that it’s time to start bubbling-up wireless alternatives to the top of the priority list.
Here’s another tip: Use event apps! I’ve found tremendous success in the area of attendee engagement when there’s an event app available. Most apps can be completely customizable and support interactive discussion during sessions, promote networking and even help carry the theme after the event is complete.
However, bear in mind – it’s all about the experience. Event planners spend hours upon hours customizing the event app. But if you don’t have WiFi bandwidth to support connectivity? Well, you get the picture ...
Not all venues are created equal. While that may sound like a ‘Duh, right?’ comment, but it may just be your key to a successful event. Remember Murphy’s Law: “Anything that can go wrong, will go wrong.”
So work with the venue, even when things don’t go right – even after you’ve supplied and reviewed every detail during the planning call, the on-site planning visit, and the pre-con. Follow up and follow behind on everything and don’t get emotional during the event when it goes wrong. I’ve learned to ask pointed questions from the beginning to ensure that I and the crew that will support my event have an understanding, so I know what I’m walking in to.