How To Be An Efficient Meeting Planner
One of the best things about the event planning industry is the fact that corporate groups seem to always want to meet face to face. Even in the age of electronic media, video conference calls and the like, meetings have the advantage of human interaction that will never feel outdated.
As members of a society, individuals feel the need to get together and discuss different issues- be it business, politics or entertainment. This implies that an event planner can be assured of a constant flow of work.
However although the culture of meetings will always stay, meeting planners need to spruce up their act and keep in touch with the latest developments in the meeting industry. Be it technological or soft skills, the event planning industry is surely growing fast, and event planners need to keep pace making sure that they pull off a good show.
The important point is not to solely remain updated about new developments but also to create. Coming up with new and innovative meeting methods will take you far in this industry.
During times of economic recession, it becomes important that you as an event planner organize meetings in a cost effective manner. Clients will want to spend less and expect good results. There are many ways to keep clients happy by organizing economical meetings. Cutting down on extravagant expenditures and focusing on the actual purpose and theme of the meeting is one way of planning a successful event.
It is also important to get a clear idea of the main objectives of the meeting. Without a proper understanding of the theme of the meeting, it is not advisable to start planning. This will lead to unnecessary confusion and miscommunication. For example, if a particular client requests you to organize a seminar, clearly communicate the details of this seminar. Will it be an educational or corporate seminar? Is the goal of the seminar to market the products of the organization or to educate its staff? What is the strength of the audience? Would it be an early morning seminar that includes breakfast or later during the day?
All these questions and more are vital for the success of an event and to establish your reputation as a reliable event planner. Always take care to avoid any miscommunication between you and your client. Before the start of any event, make sure that you arrive at a mutual agreement of the terms and conditions of the event.
It is also important to get back to your clients and present the reports of your meeting. To increase your credibility as a meeting professional, it is vital to show the evident results of your events. For example, if you have organized an event for employee retention, make sure that you get back to your clients with the reports of employees who have actually stayed back in the company as a result of the event.
Since a company values the time of its employees, you as an event planner need to bring value to this ‘lost time’. Employers need to be convinced that their employees attend an event that was worth the investment and the loss of time.