Jun 5, 2017

Eight Tips for a Successful Meeting or Event

It’s no insider secret that live meetings are imperative for networking, aligning goals, and educating and inspiring stakeholders. In fact, their success means your success. So when it comes to throwing an outstanding meeting or corporate event, we have a gold standard checklist for each of our clients. As corporate meeting and event planners on a grand scale, Pixl has refined this list a hundred times over to ensure the best case scenario from start to finish.

1. Mission/Definition: The only thing worse than a meeting or event veering off course—a meeting or event with no course at all. A good meeting has laser focus, and everyone knows where it points. That way, you spend more time making decisions and less time figuring out what decisions you should make.

2. Goals/Measurables: Another key to a successful meeting is defining the outcome expected. It needs to be simultaneously realistic and optimistic. But besides only painting the end zone, a host should mark the downs along the way. This ensures that participants feel like they’re making progress along the way. Keep track of successes, and keep communicating them throughout the day.

3. Time Management: This starts from the morning bell. Make sure on-site registration doesn’t take too long. Make sure to keep the opening remarks timely. Make sure to account for pedestrian travel time. Make sure to include adequate breaks. Make sure, make sure, and make sure. Lastly, see to it that you never waste your attendees’ time, because it ends up also wasting yours.

4. Technology: You’ll find nothing more disastrous during an event than A/V failure or Wi-Fi outages. Nothing more embarrassing than having to wing it after hours, weeks, or months of preparation. In fact, technology preparation is one of our very first steps, not our last.

5. Guest List: Sure, you know who you’d like to invite. But take it a step further: What do you know about them? Do they need special allowances for disability? Do they have dietary restrictions or allergies? Do they need VIP attention? Ground transportation service? Reserved seating? Sure, the list is long, but also vital. It only takes one under-served attendee’s bad experience to ruin an otherwise successful program.

6. Information: Don’t underestimate the importance of the distribution of information — from website layout to printed programs. This includes everything from schedule, directions, goal-sharing, slide-sharing, and social media. Your attendees should find it easily accessible, sharable, portable, centralized, and most importantly, accurate. And more than that, it needs to be just the right amount. It should keep your attendees headache free, not give them one.

7. Podium: Keynotes, panels participants, and meeting leaders. They can make or break your event, so choose wisely. Vet them and prep them. And ensure they know your audience and your goals.

8. Budget: Spend the money to do it right, because doing it wrong can result in disaster. If you feel unsure about when to cut corners and when to splurge, call us. We live and breathe private and corporate events, and we know what margins make the most sense for you. From travel to décor. From venue to production. We’ve done it all, and we do it well.