5 Mistakes to Avoid When Planning Your Conference or Event

Whether you’ve been in the event planning business for a decade or you’re new to the game, the devil is in the details when it comes to planning your next conference. While your guests may not pay attention to all that went right, they will undoubtedly be able to point out what went wrong.

To mitigate a bit of stress, here are five details you won't want to forget when it comes to designing and running your event.

One More Day

When speaking with your contact at the event venue, try and place a 24-hour hold on all meeting rooms that will hold sessions over multiple days prior to signing your contract. This allows your Audiovisual Partner to keep their gear in place while the client gets to avoid costly reset labor charges.

Make Space

Before contracts are signed, try and designate one of the meeting rooms as a dedicated storage room for your audiovisual partner if your venue space will allow for it. They may have quite a bit of gear and cases that should stay behind the scenes. This only applies to those clients using an outside provider, as the onsite partner usually has their own designated storage room.

Whatever the Weather

The weather can be a fickle thing. Regardless of your location, expect the unexpected. Have a plan in the event of rain or extreme temperatures. That may look like heaters, fans, or tents brought outside to combat the elements, or even a backup location. You might have the ability to plan the perfect event, but you can’t predict the weather.

Give a Little

When partnering with your venue of choice, allow for additional fees within the contract for the use of outside vendors. Sometimes these outside vendors can provide you with that personal touch and creative design ideation that’s important to you and will help your event standout.

Freedom of the Flow

Depending on how dispersed your attendees are from the conference spaces, don’t forget to factor in transportation. Attendees tend to choose their own timeline at these sorts of events, so planning various transportation options that are available at all times alleviates any challenges with regard to start times and attendance.

While you may not be able to plan for every issue that might arise, we've shared with you those that are often overlooked and can have a significant effect on the overall conference. Create a positive and lasting impact with your attendees and add these five recommendations to the planning process...you’ll be thankful you did.

Your event is a reflection of your brand and company culture, so take this opportunity to design the best experience and leave a lasting impression. For questions or assistance with your next big event, feel free to reach out to our AVmedia family. AVmedia is known for its international production and creative services team, as well as its growing onsite audiovisual production services arm that is focused on being all in and treating you like one of our own.

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