The most common problem when planning an event is not executing your plan
Question: Recently I was given the assignment of planning a meeting which is a new duty for me. Is there anything I need to guard against in the planning stage?
Answer: The most common problem when planning an event is not executing your plan. Take the time to look at all the pieces of the event and who you will need to contact to execute each item. As you move through each item in your plan make sure you have documented communication of who is to perform each function and make a point to re-confirm with them that they have completed the task.
Question: When I send my conference needs to a venue should I be able to assume that my main point of contact will communicate all my needs to each department?
Answer: It is rather unwise to assume every item you will require will be communicated if you have not made a point to verify the instructions were given. While I highly stress that you communicate your needs in a conversation, you also need to have written backup of who was sent the communication. Ask your point of contact at the venue to copy each department manager in an email confirming your requirements. This not only reinforces your needs but gives you that point of contact. I would also suggest that you make a point to call and introduce yourself to each department manager involved to create a personal connection.
Question: There have been times when I have spoken to the sales staff and I wonder if they really listened to my needs. How do you suggest I verify they know what I need?
Answer: Unfortunately for many sales people they tend to listen with their mouths and not their ears. They are so busy talking they are not hearing what you said. If you have sent them a written list of your needs I suggest you make a point to go over each point with them. Have them repeat back to you how they will accomplish each need and have them back it up by putting comments on your requirements sheet of what they will do. This can be as simple as having them give you the names of the conference rooms they will assign to you.
Question: Is there a way when I arrive on site for my conference to correct items that might have been missed?
Answer: The best thing you can do is make a point to arrive at least an hour and half prior to the start of your event. Walk every conference space you will occupy and verify the audio visual equipment in each room is functioning and that the temperature is correct. If something has been missed you have time to have it corrected. Let me also suggest you ask people to do things very politely. The tone of your communication will translate into how the staff will react to you.
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