Q + A Friday: What Are Those Details You Always Talk About?
You always mention that you need to think about the details when you're planning a live event. But, like, what are you talking about? Flowers and name cards? What details do we need to remember?
They can be the most crucial part of an event. But often, they're things that your attendees won't even notice when they ARE there, and will DEFINITELY notice when they AREN'T there.
Have you ever been to a restaurant and had to go to the bathroom? And your server is no where to be found. So what do you do?
You get up, you head toward the back of the restaurant (of course), and you start searching. And you don't find it. And now you have to do that awkward thing like pop your head into the kitchen or flag down a server to find it.
You know what would have been helpful in this scenario?
THAT is one of the details that I'm talking about.
The list of details to be conscious of are endless, but here are a few to get you started (and a few ways to think of)
• Well-lit, well-seen signs aiding people to find the bathroom, specific breakout rooms, big roundtables etc. Often, hotels "provide" this, but I find that if you're at a big conference space, unless you make your own sign with your own branding, people often don't see the hotel's signage
• Staff to assist attendees get where they are going during breakout sessions
• Snacks and water ON the tables so people don't have to get up in the middle of someone else's presentation
• A place to hang not only coats, but also bags, wet umbrellas, and luggage (if people are checking out of a hotel). Also, make it accessible by providing a coat check for larger conferences so people can get in and out of their bags throughout the day if necessary.
• Name tags. I don't care how much we all hate name tags, they are helpful, and make everyone's lives easier. Plus, you can differentiate batches of name tags so that attendees can easily identify key speakers, key attendees, and staff.
All of these things make your attendees' experience easier and less stressful.
Ways to think about how to do this is to attend other events and observe.
• What are your pain points? Did parking suck? Was the hotel hard to find? Did you feel like you were in the wrong spot? Often, these things can be solved with a little advanced communication or a sign, which most attendees won't notice if it is there, but will feel frustrated if it's NOT there.
• What do your clients need...if they're coming in from out of town? (hotel room recommendations and luggage check on the final day are a few things I immediately think of).
What about if they're working mothers from 25 - 40? (possibly a private place to breastfeed or strong cell service so they can check in with work or home).
• How can you serve them really, really, really well? Can you afford to take them to dinner (or build it into the ticket price? $25 can get a nice meal, ESPECIALLY with a large group)?
What other details have you noticed at conferences or events that light your heart on fire and make you feel like a special attendee? Tell me in the comments below!