It’s called meeting “planning” for a reason. Use post-meeting time to prep for next year.
Spring is a busy season for meetings and events in the AMPED office with one association’s annual meeting ending and another just a few weeks or even days later. For some meeting planners, the much-anticipated summer months allow a minute (only a minute) to breathe before the planning process starts all over again for the next year’s meeting.
During this time, what can we do as planners to start off on the right foot and plan an even better meeting the following year? Here are a few tips to get you started:
Take a look at your post-event survey to find out what your attendees loved and didn’t love so much. What do your attendees really want? Are there areas that should stay the same? Are there changes that should be made right away? Many of these factors could impact your meeting budget or may need a vote from leadership, so it’s a good idea to run through the survey responses as soon as you get a chance.
Update your planning timeline right after the meeting ends to keep details fresh and plan more time than you think you need on big items. Things often come up but accounting for these incidentals can help relieve tight turnarounds and stressful deadlines. If you have a team working on the meeting, make sure to assign roles and walk through the timeline together. Also, check other meeting timelines in your office to make sure major deadlines aren’t hitting at the same time.
Plan your marketing strategy while you are planning meeting details. Note important dates in your timeline and plan communications around these. If you want to notify your attendees about important launches (registration, abstract management system, mobile app, etc.) or upcoming deadlines, work this into your timeline.
Go back to your meeting contracts and review. Look at your hotel room block compared to your most recent pick up report. If it's written in the contract, you may have room to renegotiate your block. Go through your concessions and make sure to incorporate into your planning timeline so you don’t miss out on the added benefits.
Reach out to vendors early. If you haven’t seen your meeting venue for a while, schedule a pre-planning meeting to refresh your memory on the space as well as to meet the staff that you will be working with over the next several months. If your budget doesn’t allow for a site visit, ask your venue to give you a virtual tour to see the space and meet the team along the way.
If you work with a committee to plan aspects of your meeting, schedule a committee call as soon as possible to begin tackling items that need their input and feedback. This also may help alleviate email trails that fill up your inbox.
How about you? Do you have any tips for starting off on the right foot?