If you've ever been to an event planner's meeting, you know that it can be a challenge for them to get their staff and attendees to perform their duties.
After all, it's not easy getting people who are used to doing things on their own or working in isolation—and who often have busy lives outside of work—to collaborate and communicate.
If you're an experienced corporate event planner who has successfully overcome these challenges, you may want to share some of your tips with less experienced colleagues.
But if you're new at this game (or just need a reminder), this article will give you some helpful advice on how to make sure everything goes according to plan!
How do we get our attendees to show up on time?
This can be tough, especially if some of your attendees are not used to the structure of an event where they are expected to attend on time.
You can make it easier by making the event mandatory and using an online registration system that requires a deposit. This will go a long way in ensuring that people show up on time!
If it’s clear that there is no wiggle room for lateness, more people will arrive on time. It may also help if you use a sign-in sheet at the door so you can keep track of who has arrived and who hasn’t yet arrived.
Making sure everyone signs in when they arrive will help you know which attendees have checked in with their name and contact info so that you can reach out later if needed—for example, if someone misses an appointment or has questions about the event after it is over.
Another way to make sure everyone arrives right on time is by setting up a countdown clock near or around where all guests gather before the program begins; this way everyone knows how much longer they have before things begin officially!
A fun countdown timer app like iCountDownLite works well for this purpose as well - giving them something visual (and potentially fun) to look at while they wait.
How do we get our attendees to pay attention and participate?
In order to keep your attendees engaged, you have to make sure that they have a clear idea of what they're supposed to be doing. Make sure that the objectives of each session are clearly defined and easy for even the least experienced attendees to understand.
You also want to make sure that you include a good mix of activities—presentations, discussions, games—to keep things lively and fun. And don't forget to involve your audience as much as possible!
That way they'll feel like their opinions matter and will be more likely to participate on a personal level as well.
Finally, use media in all its myriad forms—video clips or photos from previous events (good or bad), social media hashtags (#corporateeventproblems) etc.—to engage with your attendees before even stepping foot into the room itself!
How can we make presentations and meetings more effective, so we have time for more valuable activities?
When it comes to meetings and presentations, there are a few keyways you can make sure that your time is well spent.
First of all, invest in visuals—and not just photos or pretty backgrounds. You want something that will catch the attention of your audience and help them follow along with what's being said, even if they're not paying close attention.
It could be as simple as making sure everyone has an agenda at the start of each meeting (with everything listed clearly) or including a visual representation of important information on a whiteboard or projector screen during presentations.
If you don't have access to those tools during meetings in person, try using PowerPoint slides instead—that way everyone knows what they're looking at when listening to someone speak.
Second, mix up the way we convey information! A lot of corporate events center around lectures from one person who talks for 30 minutes straight without pausing for questions or comments from attendees. This isn't an effective way of getting everyone involved with what's being discussed because most people won't remember anything after sitting through such an intense period without interjection from other people present.
Instead try mixing things up by having more discussion/discussion-based sessions where attendees can ask questions or share their ideas with others.
These types of activities tend toward higher retention rates because they tend not only entertain but also educate participants while keeping them engaged throughout discussions rather than letting them fall asleep until it's time for another lecture later on down the road.
What about after-hours events?
After-hours events are a great way to socialize, build relationships and find new business opportunities. It’s also a great way to learn more about your industry.
On the other hand, there are risks involved in hosting an after-hours event as well.
For example, if you plan on charging attendees for entry into your event or require them to buy tickets in advance (which is highly recommended), then make sure you have enough funds available before committing to any contracts with vendors or venues.
If you do decide to host an after-hours event, make sure that it’s not too late for your guests. It’s always a good idea to provide transportation options for those who want to go home after the event, so they don’t have to drive themselves home.
How do I get paid what I’m worth?
Event planners are often under a lot of pressure, yet they take it all in stride because they love what they do!
Unfortunately, there’s another side to this story: many event planners are underpaid and overworked — often putting their health at risk for their clients.
But don’t worry—I've got some practical solutions for improving your working conditions!
- Get as much experience as possible at every event you work on. This way you can start building a portfolio of past events and show potential clients what you can do.
- Network with other event planners in your area so that they can refer business to you.
- Get a website and social media accounts set up so that people can find you easily. You can also advertise your services on Craigslist, local newspapers and other online directories. -Find out what other event planners are charging for their services and try to match or beat their prices.
Conclusion
With the right tools and strategies, you can tackle these challenges and create the perfect event. Some of the speakers at The Event Planner Expo will be going into further detail to help you with the hiccups. Click here to join us in October!
