Top Ten Logistical Mistakes That Ruin Your Event
10. Parking is distant, nonexistent and/or not explained on the invitation or confirmation. People are more forgiving when they know what to expect. If parking isn't included in the price of the event and will cost them $15 and the garage only takes credit cards and closes at 9 pm, explain in advance!
9. No directional signage on-site. The event is on the 33rd floor but you didn't put up signs in the lobby or in the elevators. The attendee can't use the building directory because they don't remember what law firm is hosting it. They give up and go home. Remember, there is no such thing as too much signage!
8. The registration desk is a mess. The registrars left three half-filled coffee cups and a couple of half-eaten muffins front and center, but where is your name badge? Remember to alphabetize the badges by last name, keep the area clean and have alert and helpful staff ready to accommodate walk-ins, mis-spelled names and other calamities. Put a sign on the desk stating the name of the conference so attendees know they're in the right place.
7. No wastebasket at the registration desk. Now everyone will put their crumpled badge backs, discarded brochures and gum wrappers right there with your coffee cups and scattered badges. Not a way to make a good impression.
6. Name badges are less than perfect. Unless an event is extremely casual, don't use stick-on, write-em-yourself badges. Print them in advance and use large type. Make first names at least 48 pt type, and other information at least 36 pt. type. Don't use fancy fonts. Ariel Bold is my favorite; Times New Roman Bold is OK too. SPELL ALL NAMES CORRECTLY. Proof them at least twice.
5. No agenda anywhere. People want to know what's happening and when, even if it is a performance (in which case it's called a Program) or a social event. Display the agenda in one of several ways: have it on a PowerPoint slide as you walk in the room; have it on a foam core sign by the reg desk and again in the room; print it on paper and have these placed on each seat or table. Use half-sheets if it will fit; save the planet.
4. Physical needs of attendees are ignored. Restrooms should be close by, there should be enough chairs, there should be coffee if it's a morning meeting; water if the day is hot. Know how the lights and heat work, you may have to turn the dial yourself. For a buffet, make sure the caterer lays out the food in such a way that a long line won't snake its way into the lobby, delaying the start of the program.
3. No reminder was sent. No wonder half the people didn't show up -- they forgot! Email, Twitter, Facebook, BizNik reminders should be sent a week and again two days before the event.
2. Speaker or entertainment is late. Look at items 10 and 9 above. Expectations such as arrival time, payment (if any), a/v support, content of speech, how Q & A will be handled should be written down and agreed to well in advance. Get the speaker's cell phone number and make sure she has yours.
1. The devil takes over the A/V system. Rehearse, rehearse, rehearse. If the cable, laptop, projector or other technical aspect ruins a presentation, it will be talked about for months to come. If a speaker brings a presentation on a stick drive and it is a newer version of PowerPoint than the version loaded onto the laptop, you could be in a world of hurt. There are so many things that can go wrong with A/V, hiring a technician is good insurance at twice the price.
Control the Top Ten Logistical Mistakes so your attendees will talk about your speaker, not the distractions.
Learn more about the author, Pam Love.
Pamela,
Your article covers all the key points, although I think the list could have been longer:-) Over the years I have had events around the globe and have learned, sometimes the hard way that you really ought to pay for it and cover all your angles.
Pamela,
Apparently some of my events have been fodder for this article. I would just like to add to applify a few of your great points.
That's the end of my list, but I had a funny story that happened to me regarding #6.
I prepared a PowerPoint presentation and saved it on a flash drive. I started the slideshow on another persons PC. Bad idea. The title slide was there but every graphic was replaced with a BIG RED X. Well what could you do, but tap dance? So that is what I did, and explained what they should have been seeing. Lots of laughs.
I had saved the sildeshow in a newer version of the software that the other PC did not have. Lesson learned.
Thanks,
Pete, your comments are spot on. I too had a disaster around your #6. A speaker brought a presention on a flash drive - in a brand new version of PowerPoint that had just begun selling in stores. The conference center had the older version loaded on their laptop. After the title slide, little comment bubbles kept popping up (not meant for audience consumption). The speaker was furious and he apparently didn't know how to tap dance.
Not even the a/v guy (as per Nadir's comments above - I agree, pay to hire a/v experts) could figure it out, as it was the first time to happen to him, too. Next day, the conference center went out a bought the newest version of MS PowerPoint.
And now I use my own laptop and carry my own VGA cable too. Once I ran into a small hotel that didn't have one. Ack!
Caveat electonricor!
There is another important aspect - attendance to events, is a game of numbers, just like in selling. It will vary based on the topic, how far advanced was it booked, paid or free etc., however, there will always be a variance - some people simply cannot make it - or show up late, or....? It is very helpful to take this factor into account when making arrangements.
I am a 'small group', 'low tech presentation' guy, as I really like to connect with every one in the group - we have always capped the number of attendees at 50 - most of my programs close out at 30 - decided to stay away from AVs can't I can't dance either:-)
Good points, Nadir. I wrote about logistical details in the Top Ten article. Advertising, promotion and attendance is another article that begs to be written.
Smart of you to cap your numbers at 30. I prefer smaller meetings too, for many reasons.
Bookmark article
Follow article
Email to a friend
Share 
