After having been involved in nearly every area of event, conference and convention planning, organization and negotiation over the last three plus decades, one of the most overlooked items many seem to make, is insufficient planning for contingencies. While positive thinking, hoping, and good planning should keep the need for this down to a minimum, the reality often is that in many circumstances, something does not go, either partially, or completely as planned. Therefore, planners should always have contingencies ready in case of any issues that may arise.
I have observed all too many conferences and conventions either ruined, nearly ruined, or at the very least "hobbled" because of something going wrong. Professional event planners understand the necessity for effectively planning for any and all eventualities that they can conceive of. One of the most common disruptions occurs because either there was a bookkeeping error, a payment lost in mail, or some other dispute. There is a very fine line as to what an organizing and registration committee can and should say if there is any dispute, to create a balance between assuring proper financial and fiscal constraints, and being careful not to offend an attendee. Organizers must assure that they are on "the same page," and that there is a set procedure created.
It is impossible to be overly prepared for an event of any type. Careful flow sheets, schematics, cost analysis, etc., should be conducted. Organizers should create detailed guidelines, clear instructions, and a welcoming attitude toward all attendees.
Many organizers do not seem to realize that the "tone" for the conference or convention is often set on first contact. If an attendee has a positive first contact, they are in a better frame of mind, and are now looking forward to the event. On the other hand, when the first contact is not as favorable, attendees often develop a negative attitude, and then begin to nit-pick, and look for things to complain about.
Successful conference and convention organizers often must act as "trouble shooters" or facilitators, and be readily available for any question, comment, or concern. A good organizer carefully trains his committees, to assure both quality control, as well as a consistent message. There is generally very little that can cause more difficulties than when a well meaning member of committee, "offers" innacurate information, and then the attendee invariably gets upset when it is corrected.
The success or failure of most events, conferences and conventions lies in the attention to detail.
No comments:
Post a Comment