When details become our best teachers
Melissa Haen
A branded merch fangirl, a podcast junkie, an event planner and marketing manager in the promotional products industry by day and mom of three by night.
Planning events is all about the details—and sometimes, those details become our best teachers. As an event planner, each event brings new challenges and learning opportunities. My last event was no exception. Here are a few lessons I learned:
Location, Location, Location
Lesson: Place interactive elements where attendees naturally gather. The show floor is often the heart of the event - so I should have used it wisely!
We had a few fun event networking areas . While people used them, the participation wasn't as high as I'd hoped. The reason? Likely because the activations were placed in the pre-function space rather than on the show floor where attendees spent most of their free time.
2. Ask the Right Questions About Shipping and Handling
Lesson: Don't assume anything when it comes to logistics.
It had been a while since I last dealt with the logistics of shipping and handling for an event, and well, the process caught me off guard. Likely because I didn’t ask enough questions upfront. A great reminder of how important it is to understand the venue’s policies and charges and be able to communicate that information to your vendors attending your show.
领英推荐
3. Keep an Eye on the Clock—
Lesson: Visible timekeeping helps maintain the event flow.
People remember if things run behind, especially if food, beverages and social hour are waiting for them. As the events person running around, it's easy to lose track of time. One thing I'll do in the future is have a clock on stage where the speakers as well as myself can see it. An easy way to keep the overall event on schedule.
4. Leave Room in the Budget for Last-Minute Needs
Lesson: Always leave room in your budget for last-minute necessities (aim for 5-10%).
Events come with their share of surprises, and some of those can be expensive. At our event, rain and unexpected cold weather had us scrambling to bring in heaters for our outdoor event - an expense which wasn’t originally in the budget. Thankfully we had a cushion in the budget for last-minute necessities like this.
So remember, you can always learn at least one thing from each event you put on and there is always an opportunity to learn and improve. For those planning events, my advice is to always keep the big picture in mind but never overlook the small details—they can make all the difference!
Hey there! I'm Melissa, an event planner and marketing manager in the promotional products industry. ?? If you're an accidental or occasional event planner looking for tips on how to elevate and rock successful, unforgettable events, stick around.