4 Fundamentals of Event Planning

Have you ever planned a business meeting? Perhaps you’ve brought a few business associates out to dinner. They appreciated the invitation, and thoroughly enjoyed listening to your business plans and concepts throughout the evening. At the end of the night, you quickly scanned the bill, and paid with your corporate card. Nice and simple, right?

Have you ever planned a somewhat larger business meeting? Let’s say 25 of your best customers. You’d better call ahead for a suitable conference room; maybe you should run over and check the space out first. And have you ever eaten the food? You might want to run a little “taste test.” Now, how do you go about inviting 25 customers? Will they all show up? Will they all see a value in meeting with you? And how are you going to keep 25 people interested, with their attention riveted to your message? Not so simple anymore, is it?

Planning an event can be a time-consuming task. It may not seem so at first, but with your normally heavy workload already keeping you busy, you may not have a lot of time to spare on the details of the event. Don’t let the distance of the event date keep you from knuckling down now, however. In the event business, the sooner you get your plan in place, the easier it’ll be to keep your sanity. Here are a few tips to get you started:

1)Have a goal
Make sure everyone involved on the event with you knows what the objective is. You may want to increase sales, educate your employees, or recognize high achievers. Now, make sure everything you do relates back to your goal. If it won’t help you achieve your goal, then don’t waste your time on it.

2)Book a meeting space
Decide on a location, and book it now. Even if it’s your company’s cafeteria, make sure you’ve got the space you need reserved for your meeting.

3)Develop a message
Having a goal for your meeting is great, but what’s in it for the attendee? Develop a message that each person wants to hear. Now, use this message in your invitation letter, on your web site, and in your presentation materials. A short – two or three word – version of your message can even become a “theme” for your meeting.

4) Treat your attendees like your mom
Every attendee, no matter if they are a customer, prospect or employee, is a carrier of your message. Treat them with respect throughout the meeting process, and you will be rewarded in the end.

If you focus on these four tips, you are well on your way to a successful event. One last tip: Make sure to enjoy it yourself! After all, you’re an attendee too.

This article first appeared in the New Hampshire Business Review. Pete Lecours can be reached by phone at (603) 624-2800, or by email at Pete@BrainiumEvents.com.