The importance of checking

A recent event reminded me of the importance of always checking and double checking details so that nothing falls through the cracks. At this event, a very key supplier was a no-show. While there will often be unexpected or unwanted occurrences that happen at meetings or events, checking and re-checking the details can often help in alleviating some of this exposure. Here are some tips to consider:

• Keep a record of all related suppliers for the event. This will include names, addresses, cell phones, after-hours numbers and backup contact names. If you are working with a venue who is managing a supplier for your event, insist that you are given their information so that you can follow up personally.
• It is expected that you will be in contact with all suppliers throughout the planning process. However, make sure to contact each supplier at least 2-3 days before the event, and even the day before to provide any final updates and ensure everything is scheduled as planned.
• During the planning process, make sure there is more than one person that knows the details. This will serve as a backup in case something is missed or another perspective is needed.
  

Printing Woes...

I know it's been a bit since I last blogged. It just seems we are just going gang busters here in being busy with work. As a matter of fact, we have a big event night that will play hosts to various Members of Congress and Administration officials. We're running through the last minute details, and of course the printer just broke...and we need to print badges since we only got the list this morning....

...will let you know how it turns out...

Ready, set, cancel

I recently had a planner mention that she was working on a meeting for a client, and they were just about to begin welcoming attendees when the client came in and said the meeting was canceled! Not sure of the reason, but my mind wanders in thinking about all of the money spent, and undoubtedly, the penalties that will be assessed. Anyone had this experience lately?

And the challenges continue...

So last month, I blogged about an industry newsletter on PlannerWire that featured stories of event planners facing those inevitable challenges when planning their events. You can check the blog posting out here. However, just in case those stories weren't enough, they added more...and I am still shaking my head in amazement at what we do. You can click here to check them out...enjoy.

Location will always be everything....

Recently attended an industry conference comprised primarily of women. What I found interesting was the overall location -- not necessarily the city, but the section of the city. Now, I do realize that for large group meetings, there needs to be a contract signed years in advance to secure the meeting location. For this group, it might only have been three or so years, but still in advance. As I was walking the streets with another attendee, we started to look around and on every corner, there was a panhandler requesting that we help him, and all sorts of signs advertising "Girls" or "Massages" in those bright lights that you usually see in sections known as the "Red Light District." But wait...we then noticed that we were indeed there! We were just hopeful that no one would mistake us for potential 'talent' in those businesses.

But what was interesting is that it was a women's conference, placed in not the best area. Many of the women were traveling alone, and to constantly hear police sirens and see police presence in and around the hotel was not the type of comfort that was desired in the 'big city.' Location is indeed everything for attendees who are traveling great distances, and oftentimes alone. Not sure of the overall reasoning behind the chosen location, but there's always hope for next year.