Event Planning Tips
Many factors help produce successful events. From time to time in this space we will share with you some of the lessons experience has taught us.
The Basics
- We believe there are four basic rules of event success, and we'll devote this and the next three chapters to each of them. Stay tuned.
Rule number one.
- Surround yourself with a circle of supportive professionals.
Every event is a team performance. The event producer (or manager or host) is the captain. There are no set number of players on the team, which may be a committee, dedicated volunteers or a diverse collection of suppliers. Whatever the size of the team, the success of the project will depend on the professional capabilities of the team members.
Where do you find the professionals you need?
- Check event industry websites,
- Network with other event planners or trusted suppliers,
- Consult professional societies such as MPI for local or regional members,
- Contact convention bureaus or chambers of commerce,
- Check with local media outlets, and
- Track the names mentioned most frequently in discussions with the above.
How do you select your team members?
- Create a questionnaire.
- Call each candidate.
- Speak to the principal of the organization, or the person who would be your day-to-day contact.
- Do not e-mail the questionnaire. This is a working relationship you are trying to establish. Their communication skills are vital.
- Set up a sample situation and request a "ballpark" quote to get a sense of comparative pricing.
- Provide a level playing field for all prospects. Don't you expect the same honesty?
- Complete the questionnaire on each prospect. Then make a comparative evaluation of the candidates.
- If there is no clear-cut winner, you can break the tie by checking references and by conducting face-to-face interviews.
Do's and Don'ts
Most of these are based on simple common sense and decency, but it is sometimes helpful to be reminded of the obvious:
- Be honest about your budget, projected attendance, and deadlines.
- Call back the unsuccessful candidates and tell them of your desion and why.
- We often receive surprised appreciation for this courtesy and the valuable learning experience it provides. Besides, that supplier may be "just right" for your next assignment. Why burn bridges?
- Try to avoid budget-driven decisions. They can seriously affect quality.
- Scrutinize high & low bids, especially if they are markedly so. It is possible that your instructions may not have been clearly understood.
- Try to avoid competitive bids when creativity is involved. The best creativity comes from a collaborative understanding of personnel, objectives, and operating styles. Many suppliers do not give their most unique ideas away in a multi-candidate bid situation.
- Trust your gut. If it doesn't feel right, it probably isn't, and conversely, if you feel comfortable, you probably have good reason to.