Mistakes in Meeting PlanningThe invitations have been mailed out, the food and beverage has been ordered, and you are anticipating a good number of attendees at your event. What could possibly go wrong? The quick answer is: Plenty! Meetings and events require more that basic logistics and old marketing strategies.

Here are some common mistakes planners make and what you can do to avoid them: 

  1. No Digital Marketing Strategy. It is time to recognize the power of Facebook, LinkedIn, and Twitter. With millions of people on these networks daily, it would be foolish to rely only on printed collateral to get your invitation out to potenial attendees. Set a digital marketing strategy and follow it. Attendees are looking for engaging and interesting content about your event, so make sure to give it to them.
  2. No Event Goals. If you have no goals and objectives, how will you know if your event is successful or not? Having a team of staff or volunteers to set goals will help keep everyone focused throughout the planning and execution process. Communicate your goals to your partners and sponsors, as they will want to do what they can to help you achieve your objectives. 
  3. No RSVP Process. How are you going to know if the meeting room is the right size? Have you ordered enough (or too much) food and beverage? And when renting audio visual equipment, how will you know if you have the right equipment so everyone can see and hear what is going on? To avoid shelling out hundreds or thousands of dollars on food or beverage that goes to waste, having too small or too large of a room, or choosing the wrong AV equipment, take the time to get an accurate head count. Use Event pages on Facebook and LinkedIn, email attendees, and even…call them! And then call them 48 hours before the event to confirm their attendance. 
  4. Planning too small of a meeting. It takes just as much time and resource to plan a meeting for 10 as it does for a meeting of 1,000. Try and consolidate meetings where you can or eliminate really small meetings that don’t make sense. 
  5. Getting the AV company involved too late in the process. Because interactive technology tool rentals are so integral to your event’s success, it is important to get your audio visual company involved in the planning process as soon as you have secured the date and location of your meeting. Calling them up 3 weeks before an event isn’t usually going to work. Plus, the AV company can help you with creative sound, lighting, and presentation ideas that you may have not thought of before.

AV Event Solutions, a California meeting equipment company, will help you avoid any planning mistakes in the AV arena. They have a dedicated staff, ready and willing, to help you have the best event ever! Call or Request Express Quote today!