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Avoid These Ten Common Meeting Mistakes

With the umpteen details meeting and event planners need to handle, there are bound to be mistakes made, and maybe even heads that roll. To make certain that yours isn't one of them, I've put together ten of the most common meeting blunders to help you learn from your counterparts.

1. Fail to plan
Fail to plan and you're laying yourself open for disaster. There are far too many pieces of the puzzle that need to be put together for you to just wing it, or pay lip service to a plan. Vow to be as thorough and meticulous as possible. Check and recheck details. Discuss it with people not involved in the business to get outsider opinions, ideas and thoughts. Create checklists and checklists of checklists. Cover all your bases. The more thorough you are, the less chance of failure, and more probability of success.

2. Neglect contingencies
Another aspect of your planning process involves developing contingency plans. Unfortunately, the chances are pretty high that something you planned for won't necessarily go as arranged. So what's your backup? If you don't have one, all your original plans could be destroyed in an instant and you'll be scrambling to put a second strategy into operation. The best idea, have a Plan B ready "in the wings" just in case you need to use it.

3. Fall short of checking references
It's one thing having a gut-feeling about someone, it's another checking if they're as good as they say they are. Yes, it will take some extra time to check references, but I believe it's well worth it. Why take the chance of spoiling your important event with a supplier that either let's you down at the last minute, or that supplies you with second-rate equipment, or poor quality service. A key question to ask the referees is, "Would you use this supplier again for your next function?" You know what to do if the answer is negative!

4. Fail to check dates
Before finalizing any dates for your meetings, check that they don't overlap with any religious holidays, or public, state, or federal holidays. Also, since we're such a sports conscious nation, consider avoiding major sporting events, especially when if you're looking to attract a predominately male audience. Have a checklist of all the holidays and events so that you don't let one slip and fall by the wayside. It's so easy to do!

5. Fail to find time for a site visit
Often when you're organizing an event at a destination many miles from home, there's either not enough time or money in the budget to make a site visit. Big mistake! Why take the risk that everything will be fine on the day, or rely on someone else's judgment. Make a point of seeing and determining for yourself whether everything is the way you need it. This is particularly critical for larger meetings. In addition, it allows you the opportunity to meet and build a rapport with the staff you'll be working very closely with.

6. Fail to outline specifics in contracts
One meeting planner had her day in court when she cancelled a meeting because the hotel had not made, in her opinion, sufficient progress on their planned renovation. The hotel on the other hand argued differently and in fact won the case. The written contract had specified "substantial progress." Being such a subjective phrase it was open to different interpretations. Make sure that your contracts are ironclad with undisputable details. Avoid words like "to be negotiated" or "to be determined" at a later date.

7. Leave important details to the last minute
Putting your meeting together takes time, and the more you have, the better the chances of making fewer mistakes. The more rushed and panicked you are, the more likely you are to forget some of the essential and sometimes most obvious things. Use your checklists religiously and handle details in the early planning stages. Leaving the basics to the last minute will undoubtedly cost more money, as you'll probably incur rush charges, in addition to adding unnecessary stress and years to your life!

8. Fail to market your event
It's really quite simple. In order to get people to attend your event, you need to let them know about it in plenty of time. It's all about marketing and communication, which is part and parcel of your planning and organizing process. The longer you wait to inform attendees, the stronger the chance that they'll have made alternative plans for your meeting dates. Communicate your message in plenty of time so that yours is their number one priority.

9. Try to save money
With tight budgets and a boss breathing down your neck charging you to do more with less, there's a strong temptation to make vendor decisions solely based on price. Yes, you'll always find someone who's prepared to under price their services just to get the business. But how good and reliable are they? Cheap and good quality usually don't correlate. So next time you're tempted to make a buying decision based entirely on price, think again!

About The Author

Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, working with companies to improve their meeting and event success through coaching, consulting and training.

 Author: “Meeting & Event Planning for Dummies,” and “Riches in Niches: How to Make it BIG in a small Market” (May 2007).

For a free copy of “10 Common Mistakes Exhibitors Make”, e-mail: article4@thetradeshowcoach.com; website: www.thetradeshowcoach.com