| Mistake #1 Failing to identify meeting objectives | | | | This definitely ranks in the top three in regards to |
| This is a very common mistake. Be sure to know | | | | importance when planning an event. Be sure to layout |
| one hundred percent what your management | | | | your timelines. Back out your contacts by your target |
| expects from this meeting. Examples: education, | | | | dates. Plan your contacts by mail, e-mail, telephone |
| recruiting, awards presentations, new product roll-out, | | | | and fax by week. This will insure maximum contact in |
| executive installation, etc. | | | | a timely manner and will drive your attendance. |
| Mistake #2 Failing to budget properly | | | | Mistake #7 Failing to secure strong contracts |
| Many planners make this mistake by overlooking | | | | Here's where you can really run into trouble. Do NOT |
| some very costly items. Specifically speaker travel, | | | | promote your event without legible, signed contracts |
| audio/visual, program handouts, shipping charges, | | | | for everything including your speaker, facility, and |
| decorations, security, and afternoon breaks. Don't | | | | other contractors. |
| overlook these hidden "budget killers"! | | | | Mistake #8 Failing to create the right environment |
| Mistake #3 Failing to select the right facility | | | | With the hundreds of details we put into every |
| This mistake can destroy the best event. Things to | | | | meeting, don't overlook your meeting environment. |
| consider when planning your event: Location, location, | | | | Lighting, seating, room temperature, music, |
| location! Depending on the locale of your attendees, | | | | decorations, audio/visual, and location of the |
| proximity to the airport, sleeping room costs, | | | | bathrooms and telephones are all important. |
| freeways, major thouroughfares and traffic patterns | | | | Mistake #9 Failure to secure the right audio/visual |
| are critical. Meeting room location, meeting room size, | | | | Oh Boy! I can remember one time my client spent |
| and parking fees all affect your attendance. | | | | over $35,000.00 for Audio/visual and my headlining |
| Mistake #4 Failing to hire the right speaker | | | | speaker (Zig Ziglar) went on stage and looked |
| entertainer | | | | dumbstruck because we had ordered what we |
| Every meeting planners worst nightmare is a "flop". | | | | thought his staff had ordered for him. A powerful |
| Be sure to use a reputable, skilled speaker or | | | | lesson. Get it in writing! Request a written list of audio |
| entertainer whom you have personally seen or who's | | | | visual needs from every presenter and feed back to |
| references you have checked! | | | | them your staging set up. |
| Mistake #5 Failing to identify and secure a prospect | | | | Mistake #10 Failure to market the event properly |
| list in advance | | | | Once you've created your marketing plan, stick to it! |
| I can't tell you haw many times I have seen events | | | | Once your event is booked it's critical all of your |
| fail because of this one factor. Secure your entire list | | | | marketing contacts go as planned. Remember, use |
| before securing your date in writing. Be sure your list | | | | every means to reach your attendees. One method |
| has all names, titles, mailing addresses, fax numbers, | | | | alone doesn't reach everyone because we are all |
| and e-mail addresses. Your attendees can't register if | | | | different. Use every means available to you. Don't |
| you can't reach them. | | | | forget e-mail and better yet, your sponsors! Good |
| Mistake #6 Failing to prepare a marketing plan | | | | Luck! |