Take Your Event to the Next Level

  1. If you’re having a coffee break in the morning, ask to have any left over pastries from the breakfast used for the coffee break. This isn’t an outlandish request — you’ve paid for the food. Any vendor would be happy to do that for you.
  2. If you order by the dozen, be aware that if you have 120 attendees and you order 120 cookies, you’re going to get 120 cookies. If you order by the person, typically you’re going to get 1.5 or 2 cookies per person. Know your audience and what they need and want.
  3. If your attendees are going to be in meetings all day, you have to give them food during breaks. For a morning break, you can’t just do a beverage refresh. If you don’t give attendees something to eat, then the only thing your attendees will be thinking about the rest of the morning is “When is lunch?”
  4. Provide both sweet and savory snacks -If you give attendees only sugar all day, by 3 p.m. they’re going to be falling asleep in their meetings.
  5. Pre plan with a specific timeline of needs.
  6. Set-up communication between onsite contact and your onsite staff.
  7. When setting up registration ask questions about personal needs.
  8. Travel profiles for speakers will create a more efficient process of booking reservations and anticipating their specific needs.
  9. Always shop multiple event sites for better rates or opportunities
  10. If you can, do a site visit prior to booking.
  11. Build a website for online registration.
  12. Use more than one resource for catering.
  13. Have a plan for late registration.
  14. Prepare for walk-ins.
  15. When producing materials always make 25% more than estimated.
  16. Be extremely detailed when using transportation companies, and ask for references.
  17. Provide each participant with a detailed agenda.
  18. Look into costs of buying/shipping materials vs. renting materials onsite.
  19. Too much technology can get in the way of the success of an event.
  20. Book a set-up day when you have lots of audio visual equipment involved with your event.
  21. Establish a regular meeting schedule with all in charge.
  22. Plan a post event schedule.
  23. Always plan contingencies when booking entertainment.
  24. Make sure all power point presentations are double checked before all meetings.
  25. Review guaranteed numbers on the final bill to make sure you are not over charged.
  26. Always send a copy of the BEO to the onsite presenter to make sure they know what you have requested for the set-up and what they should expect to be already done.
  27. Make your venue contact aware of all materials that are being shipped to the venue and ask if there are any special notes that need to be made on the labels.
  28. Make your presenter aware that the venue will be in possession of the materials until they arrive onsite to claim the materials.
  29. Have the onsite presenter arrive with enough time to set-up the meeting and double check materials in case they need additional supplies sent to the location.
  30. Make sure the specific shipping company that is used is familiar with the location and if they do not already have a regular drop off and pick up schedule, schedule one for the event.
  31. Send a room diagram for the event to the venue contact as well as the onsite presenter for the event.
  32. Always review final charges for accuracy before the credit card is charged to avoid unnecessary credit card credits.
  33. Keeping a sign-in sheet for all attendees will ensure the accurate amount of people the venue is charging you for.
  34. You can never provide the venue contact and their staff with too much information prior to the event.
  35. Get all parking information and directions for property to all attendees with detailed agenda prior to event.
  36. Ask your venue contact about any construction taking place on property within a twelve month time frame.
  37. Take into account weather conditions when choosing a location.
  38. Check to make sure that all attendees do not have any language translation needs.
  39. Check if any attendees need any physical disability assistance.
  40. Allow time for negotiations of food and beverage minimums with venue contact.
  41. When negotiating room rental and food and beverage costs, ask if the room rental is included or not included in the combine meeting minimum.
  42. Make sure all technical equipment is compatible with one another.
  43. When traveling internationally bring all needed adapters for technical equipment.
  44. Set up clear expectations with property when they are not outlined in the contract.
  45. When materials need to be returned after events make sure to always send completed return shipping label information.
  46. Send back up supplies for on site facilitator such as: batteries, lap-tops, tape.
  47. Confirm with the location when materials arrive for the event.
  48. When shipping internationally use a customers broker whenever possible.
  49. Over estimate meeting costs to ensure staying below budget by adding 8% per person when calculating food and beverage.
  50. Establish one key decision maker for the event.
  51. Always over-staff onsite for contingency.
  52. Donʼt be afraid to take too many notes, and always keep a detailed communication log when communicating with clients and vendors.
  53. Communicate using at least two methods when contacting any clients or vendors. (i.e. phone and email)
  54. No detail is too small when communicating with participants.
  55. Make sure you take time to get enough sleep. Smaller more precise details can slip through the cracks and “sleep deprivation costs $150 billion each year in higher stress and reduced worker productivity” – National Commission on Sleep Disorders.
  56. Having a sewing kit on hand as well as a Tide pen for accidents is always a good idea.

©2013 SBC, Inc – esp.sbcinc.info

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