References: If you find yourself suddenly planning an event in an area that you are unfamiliar with, make use of your local resources. You may contact a city’s convention and visitor’s bureau, or local hotels concierge desks for recommendations on excellent restaurants and highly rated transportation companies.
Materials: Never settle to print materials for the exact number of people that have registered to attend an event. When producing materials for an event, always make 25% more than estimated as walk-ins happen all the time. Also, in the room set-up details, account for five additional chairs in the meeting room, and bump your food guarantees up slightly to make sure you have enough food for individuals who did not pre-register.
Logistics: When planning all the event logistics, go as far as taking the attendees’ walking distance into consideration. It’s easy to forget to calculate the needs of every single attendee when we get event tunnel vision. We want everything to go perfectly as planned, but we must allow some leeway for the delays and emergencies that life throws our way.
If you are planning a dinner, allow for an appetizer and networking opportunity approximately a half hour before the actual dinner is served. This will allow for everyone to be present and seated by the time dinner is served.
Make sure your transportation timeline is well thought out and reasonable. If you have scheduled transportation to take attendees from point A (hotel) to Point B, then back to point A (hotel), and then to point C (dinner), make sure to allow a reasonable amount of refreshment time for the attendees before they board back on the coach bus. Provide them with a timeline so that they can plan their day accordingly, too.