{"id":2177,"date":"2019-08-15T15:21:15","date_gmt":"2019-08-15T15:21:15","guid":{"rendered":"http:\/\/3.232.143.211\/?p=2177"},"modified":"2019-09-27T12:47:12","modified_gmt":"2019-09-27T12:47:12","slug":"9-meeting-planners-tips-to-put-on-a-killer-event-every-time","status":"publish","type":"post","link":"https:\/\/blog.getswitchedon.com\/index.php\/2019\/08\/15\/9-meeting-planners-tips-to-put-on-a-killer-event-every-time\/","title":{"rendered":"9 Meeting Planners Tips to Put On a Killer Event \u2013 Every Time"},"content":{"rendered":"\n<p>Becoming a sought-after&nbsp;<a href=\"http:\/\/getswitchedonblog.com\/choosing-conference-theme-5-ways-meeting-planners-win\/\" target=\"_blank\" rel=\"noreferrer noopener\">meeting planner<\/a> doesn\u2019t happen by chance.<\/p>\n\n\n\n<p>It takes hard work and dedication.<\/p>\n\n\n\n<p>Even the most experienced event coordinator can benefit from these 9 meeting planner tips that can push your success over the top.<\/p>\n\n\n\n<p>Let\u2019s dive in.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">1. Less is more<\/h2>\n\n\n\n<p>This event is important for your career. But it\u2019ll fail miserably if you try to cram too much into each session.<\/p>\n\n\n\n<p>Remember that your main objective is for your audience to leave ready to take action.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" src=\"http:\/\/getswitchedonblog.com\/wp-content\/uploads\/2019\/06\/image9.png\" alt=\"\" class=\"wp-image-2040\"\/><\/figure><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">2. Marathon sessions won\u2019t get you anywhere<\/h2>\n\n\n\n<p>Brief sessions \u2013 around 40 minutes versus an hour \u2013 will force your presenters to condense their talk into the most important points. You HAVE to prepare more when you have less time in order to focus on what is really important.&nbsp;<\/p>\n\n\n\n<p>And isn\u2019t that what you want?&nbsp;<\/p>\n\n\n\n<p>You don\u2019t need the extra gobbledy-gook.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"480\" height=\"320\" src=\"http:\/\/3.232.143.211\/wp-content\/uploads\/2019\/08\/image2.gif\" alt=\"\" class=\"wp-image-2178\"\/><\/figure><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">3. Ask for what you want<\/h2>\n\n\n\n<p>Don\u2019t hesitate to ask vendors and sponsors the big question:&nbsp;<em>\u201cIs that the best you can do?\u201d<\/em><\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" src=\"http:\/\/getswitchedonblog.com\/wp-content\/uploads\/2019\/06\/image4.png\" alt=\"\" class=\"wp-image-2035\"\/><\/figure><\/div>\n\n\n\n<p>Find out what else they can offer you that will add value for the attendees of your event.<\/p>\n\n\n\n<p>Check out these examples:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Ask the speakers for recording rights without a charge.<\/li><li>Request additional breakout sessions from your speakers.<\/li><li>Ask a vendor if they\u2019re willing to donate a cool prize.<\/li><li>See if the hotel will provide a free meeting-room space or a discount on meals.<\/li><li>Ask any vendors exhibiting at your event for additional sponsorship money.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">4. Choose a killer theme<\/h2>\n\n\n\n<p><a href=\"https:\/\/www.getswitchedon.com\/conference-themes-meeting-planners.html\" target=\"_blank\" rel=\"noreferrer noopener\"> Pick a theme<\/a> and a positioning tagline that your audience will get excited about.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"200\" height=\"113\" src=\"http:\/\/3.232.143.211\/wp-content\/uploads\/2019\/08\/image10.gif\" alt=\"\" class=\"wp-image-2179\"\/><\/figure><\/div>\n\n\n\n<p>Make it relevant and weave throughout each part of the event.<\/p>\n\n\n\n<p>There are tons of fun ways to incorporate a topic \u2013 get creative.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"680\" height=\"150\" src=\"http:\/\/3.232.143.211\/wp-content\/uploads\/2019\/08\/Chip_Event_CTA_Inline-1.jpg\" alt=\"\" class=\"wp-image-2180\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">5. The speakers you choose can make or break the event<\/h2>\n\n\n\n<p>This is one of the most crucial&nbsp;<a href=\"http:\/\/getswitchedonblog.com\/1-costly-mistake-meeting-planners-should-never-make\/\" target=\"_blank\" rel=\"noreferrer noopener\">tips for meeting planners<\/a>.<\/p>\n\n\n\n<p><strong>The opening speaker sets the tone for the whole event, so you want to choose someone who has the experience, background and techniques to energize the crowd.<\/strong><\/p>\n\n\n\n<p>Breakout groups and various sessions build momentum.<\/p>\n\n\n\n<p><strong>Then, the closing speaker has the task of energizing the attendees as they go out and put what they learned into action.&nbsp;<\/strong><\/p>\n\n\n\n<p>When you get the opening and closing speaker right the rest of the event will fall into place.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"638\" src=\"http:\/\/3.232.143.211\/wp-content\/uploads\/2019\/08\/image6.png\" alt=\"\" class=\"wp-image-2181\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">6. Provide conference survival kits<\/h2>\n\n\n\n<p>Every great meeting planner\u2019s goal is to create a memorable experience for the audience. Match them to your location, &nbsp;such as the beach, mountain, resort etc.<\/p>\n\n\n\n<p>A fun little gift makes the attendees feel appreciated and adds a personal touch to your event.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" src=\"http:\/\/getswitchedonblog.com\/wp-content\/uploads\/2019\/06\/image5.png\" alt=\"\" class=\"wp-image-2036\"\/><\/figure><\/div>\n\n\n\n<p>It also provides another chance for you to showcase your creativity \u2013 and reinforce the theme you\u2019ve so carefully chosen.<\/p>\n\n\n\n<p>Here are some examples to get your wheels turning:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Journals and\/or pens for taking notes.<\/li><li>Nicely designed note cards that showcase the theme as a reminder.<\/li><li>Follow-up activities, like access to an app that helps them track their goals.<\/li><li>Everyone loves \u201cevent swag\u201d like shirts, jackets, hats, beach towels.<\/li><li>Place special treats in their rooms are fun too.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">7. Send out a \u201cto-bring\u201d reminder<\/h2>\n\n\n\n<p>This takes very little time and will earn you big-time meeting-planner points.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"200\" height=\"113\" src=\"http:\/\/3.232.143.211\/wp-content\/uploads\/2019\/08\/image3.gif\" alt=\"\" class=\"wp-image-2182\"\/><\/figure><\/div>\n\n\n\n<p>All you have to do is send out an informative email a few days before the event.&nbsp;<\/p>\n\n\n\n<p>Include the weather forecast for the span of the conference, as well as a reminder to bring the essentials like a bathing suit (if the hotel has a pool), sunglasses, or anything you can think of that will enhance their experience.<\/p>\n\n\n\n<p>It\u2019s a good idea to cover the basics again, such as the address of the event center and any important scheduling information.<\/p>\n\n\n\n<p>Make sure to use language that will&nbsp;<a href=\"https:\/\/www.marketo.com\/articles\/how-to-engage-attendees-before-your-event\/\" target=\"_blank\" rel=\"noreferrer noopener\">get the attendees pumped for the event<\/a>.<\/p>\n\n\n\n<p>And don\u2019t forget to re-emphasize the theme.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">8. Be strategic about breaks<\/h2>\n\n\n\n<p>Don\u2019t gloss over this important event-planning tip.<\/p>\n\n\n\n<p>Of course, your audience needs ample breaks. Otherwise, you\u2019ll mentally lose them pretty quickly.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"200\" height=\"160\" src=\"http:\/\/3.232.143.211\/wp-content\/uploads\/2019\/08\/image1.gif\" alt=\"\" class=\"wp-image-2183\"\/><\/figure><\/div>\n\n\n\n<p>It\u2019s a good idea to always schedule a break before the opening and closing speakers.&nbsp;<\/p>\n\n\n\n<p>You want to make sure that the audience is attentive throughout these high-impact parts of the event.<\/p>\n\n\n\n<p>Intersperse plenty of 20-30-minute breaks throughout the whole conference, too. A single 15-minute break is just not realistic.&nbsp;<\/p>\n\n\n\n<p><strong>Not only will the breaks help keep energy levels high, but giving attendees time to talk with each other offers a ton of value, too.<\/strong><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">9. High-energy is the name of the game&nbsp;<\/h2>\n\n\n\n<p>No matter how you cut it, energy is essential.&nbsp;<\/p>\n\n\n\n<p>Here are a few ways to get it going:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Music matters!<\/strong><\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li>Create a playlist of great music that ties into the theme.&nbsp;<\/li><li>Always have the music pumping before you open the doors.&nbsp;<\/li><li>Play music during the breaks, too.&nbsp;<\/li><\/ul>\n\n\n\n<p>Taking the 20-30-minute breaks we already talked about is essential \u2013 but it\u2019s not the only way to keep mental engagement high.<\/p>\n\n\n\n<p>Throughout the event, make sure your presenters include&nbsp;<strong>30-45-second movement breaks for the audience.<\/strong><\/p>\n\n\n\n<p>Ask questions, have them stand up and engage in small groups of three to five people, and then share their answers.&nbsp;<\/p>\n\n\n\n<p>Or have someone leads some stretches, bounce beach balls through the audience \u2013 anything goes.<\/p>\n\n\n\n<p><strong>This quick little burst will provide the boost needed to get right back into paying attention.<\/strong><\/p>\n\n\n\n<p>Or better yet, your keynote speaker should get the audience to be active throughout the presentation.<\/p>\n\n\n\n<p>Make sure you\u2019re working with a presenter who knows how to bring an infectious energy to any crowd.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" src=\"http:\/\/getswitchedonblog.com\/wp-content\/uploads\/2019\/06\/image8.png\" alt=\"\" class=\"wp-image-2039\"\/><\/figure><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Tips every meeting planner should know<\/h2>\n\n\n\n<p>To get ahead as a&nbsp;<a rel=\"noreferrer noopener\" href=\"https:\/\/www.meetingplay.com\/blog\/top-ten-tips-meeting-planners\" target=\"_blank\">meeting planner,<\/a> you need to have the right tools at your disposal.<\/p>\n\n\n\n<p>Following these 9 tips can ensure that every event you put on is a success.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"680\" height=\"250\" src=\"http:\/\/3.232.143.211\/wp-content\/uploads\/2019\/08\/Chip_Event_CTA_Blog-5.jpg\" alt=\"\" class=\"wp-image-2184\"\/><\/figure><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Becoming a sought-after&nbsp;meeting planner doesn\u2019t happen by chance. It takes hard work and dedication. Even the most experienced event coordinator&hellip;<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3],"tags":[],"class_list":["post-2177","post","type-post","status-publish","format-standard","hentry","category-blog"],"_links":{"self":[{"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/posts\/2177","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/comments?post=2177"}],"version-history":[{"count":3,"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/posts\/2177\/revisions"}],"predecessor-version":[{"id":2209,"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/posts\/2177\/revisions\/2209"}],"wp:attachment":[{"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/media?parent=2177"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/categories?post=2177"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blog.getswitchedon.com\/index.php\/wp-json\/wp\/v2\/tags?post=2177"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}