As we look ahead to 2024, your business has likely regained its mojo following the pandemic. After rediscovering your groove, your company needs to take meetings to another level to match the energy of your growth and success. To achieve this, working with an expert meeting planning firm is a must.
Carolyn Leary, client experience manager, Events United, eventsunited.us
Q: What are some ways that you assist clients with creating a great meeting?
A: As a strategic partner for our clients, a key goal is determining exactly what, in fact, makes a meeting “great” to each individual client. Our motivation comes from helping you pursue your passions and activate your brand to its best potential.
We use our talent and technology to exceed your goals, whether it is to highlight your brand or a new product with the use of cutting-edge production, provide a beautiful, aesthetically pleasing atmosphere for an inperson program, or connect as a global team with virtual production. We will work directly with you to understand your goals, recommend effective ways to deliver to your stakeholders and execute a top-notch program.
Q: What are some of the most important things a client should consider?
A: A client should always consider their “why” — what is the intended outcome from this event? Why are the elements of the event structured the way they are, or should we be doing things differently? How can we be investing creatively and effectively to amplify our brand? As your partner, we offer recommendations and potential answers to these questions alongside our clients, while remaining mindful of budget, venues, additional stakeholders and growth opportunities.
Q: What are some of the potential pitfalls to avoid when planning major meeting events?
A: Without clear objectives and communication, an event will not succeed. All stakeholders and vendors need to understand the goals and vision for the program, the roles and responsibilities of involved parties, venue and budget expectations and limitations, and planning and production logistics.
Allow everyone to own, and excel, in their particular area relative to the event and communicate throughout the process. A good event partner will handle the event planning, design and production from A to Z so the business can focus on their strengths and what they do best. Like all areas of business and community, a rising tide lifts all ships, and an event is no different.
Q: Is it imperative for businesses to hold more in-person meetings for their employees and clients?
A: Screen fatigue remains high, and we are finding the majority of our clients are returning fully to in-person programming. The opportunity for connection, relationship-building and networking is more productive and natural in a physical setting.
However, we are also seeing clients use this as an opportunity to reinvent their events to better respond to their workforce and stakeholder’s needs and interests, understanding that priorities and time management have changed over the last several years, and events should reflect these shifts.
Benjamin Davis, director, Studio Lab, studiolab.community
Q: How important is it for your business to create the best experience for events/meetings?
A: A great event or meeting can make a huge impact on people’s lives, a company’s future and even the world. That’s why creating a powerful experience is not just a good business strategy; it’s necessary for anyone to make a meaningful impact in today’s hypercompetitive world.
Nobody wants to be part of a mediocre event or meeting that is quickly forgotte. So, we use our talent and technology to provide a productive experience that inspires, builds community, and provides a great return on investment. If we do our job right, both clients and attendees should walk away excited for the next chance to be together.
Q: What does it take to plan the perfect meeting/event?
A: One of the most critical pieces is making sure there is a good culture of support between you and those you’ve trusted to help you plan and run your event. You should always feel like your partners are there to support your vision and will make decisions that are in your best interest.
We make sure every client knows we have their back, then the many other elements involved all tend to fall into place.
Q: Is it important to have a “wow” factor when meeting/event planning?
A: Having the right amount of “wow” goes a long way to help inspire your audience, especially when it’s engineered to support the objectives of your event.
The “wow” factor is important, but it should never be the focus. Live events are about inspiring people to dream big about the future, greatness in support of a mission or cause, or a sense of wonder about the world around them through music and video. Great audio, video, lighting and design work together to build a “wow” that empowers your message and helps you achieve your desired goals.
