Top 6 Meeting Mistakes Planners Make and How to Avoid Them

Planning a corporate meeting can be full of starts and stops and doesn’t always move in the same direction. The focus, size, or even location of the event can change. The meeting planner may not have a clear idea of ​​the overall goals of the client or group being planned for. However, identifying as many of these details as possible in advance can be key to a successful meeting. Knowing the top meeting mistakes planners make can also help you identify some ideas for avoiding them in the future.

In previous articles, we’ve covered common mistakes for certain types of events, such as conferences and exhibitions. Today’s article is dedicated to the top mistakes meeting planners make to learn how to avoid them in the future.

Common Event Planning Mistakes to Avoid

Ten Mistakes Conference Planners Make and How to Avoid Them

Exhibition Etiquette and Common Mistakes to Avoid

Not Planning for Last-Minute Changes

Last-Minute Changes were the biggest problem. It’s not possible to plan for every possible contingency, but failing to consider all the details as far in advance as possible. It is not communicating them to the venue, can lead to unexpected surprises (or costs).

How to avoid it:

Plan your agenda in advance and consider your need for logistics such as storage, shipping, speaker or facilitator access, and setup. Communicate with the venue several days in advance to confirm numbers, budget, agenda, plans, and special needs, and inform the venue of any changes to your plans. Ask the venue for recommendations on how best to build flexibility and allow for last-minute needs.

Choosing the wrong type of venue

Some meetings by their very nature need a very flexible structure. Meetings with high levels of communication or social interaction require appropriate areas and quiet spaces where people can connect. But if your venue doesn’t offer flexible rooms that allow guests to break into groups or have side discussions, your event won’t be a success. If attendees don’t have access to a whiteboard or table to make a plan, your creative session could fall through the cracks.

How to avoid it:

Choose a venue with the right kind of space. Don’t focus all your energy on the main meeting rooms; look at the public spaces, too. If your meeting format must accommodate last-minute changes or additions. Choose a venue with flexible rooms, retractable walls, and furniture arrangements that can be easily moved.

Not Asking the Right Questions

Another common mistake that meeting planners make is not asking the right questions, or assuming things are included that aren’t. For example, not knowing the dimensions of the rooms, ceiling heights, maximum seating (or standing) capacity, number and location of electrical outlets, Wi-Fi bandwidth or costs, or what’s included in the delegate package price. It can be a mistake to assume that staff will be available to assist at the event’s front desk or check-in. Or that the continental breakfast includes eggs.

How to Avoid It:

Make sure you understand the details of the contract, especially any minimums, cancellation fees, or add-ons. Discuss the expected bill amount during the planning process, and if you’re concerned about costs. Include in the contract that you must sign off on any additional expenses your team requests. Find out what the additional cost per person will be if you end up with more guests than expected.

If the venue offers an all-inclusive rate, you can expect to get a full breakdown of what’s included in the fee. Such as food and beverages, snacks, room setups, teardown and cleanup, audio and video support (if included), guest accommodations, linens, etc. Otherwise, be sure to factor in the costs of these items. As well as extras such as business services or stationery fees. In some locations, taxes and service charges may be additional, and if you don’t meet the contracted minimum, additional fees may apply. Package pricing is often the best value and bundling services together can help stretch your budget further.

Not keeping the venue informed

Sometimes delegates cancel or additional speakers or sessions are added to a meeting. The moderator may need to leave early, you may have a change in speakers, or you may need extra rooms at the last minute. Even changes you may not think will affect the venue can have an impact on your meeting.

How to avoid it:

What’s the biggest way meeting planners can ensure better experiences with venues? Communication. Keeping your venue informed about cancellations or changes to the meeting format (two separate meetings instead of one). The schedule (lunch has been moved up) or the room layout (now a stage is needed) can help prevent problems.

Not informing your team

It’s common for the person who books the venue or arranges the event to not show up or be part of the group hosting it. This can cause problems when the organizer doesn’t have answers to important questions. Or when the on-site team makes requests that weren’t part of your contract.

How to avoid this:

When approaching a venue about the space, or making comparisons between what is being offered. Make sure you have a clear idea of ​​what you want to accomplish and the overall look of your event. Make sure your entire team is on the same page and understands the plan. They should know what is booked and what is agreed upon in the contract and be able to accurately communicate this to your guests.

Being unrealistic about space usage is one of the biggest meetings mistakes

Creativity is commendable, but being unrealistic or not heeding the venue operator’s advice about how to use the available space is a mistake. Trying to fit a stage into a space that doesn’t work because of ceiling height, accessibility. Or other reasons such as a fire pits are not in anyone’s best interest. If the space is supposed to hold a maximum of 50 people, “cramming in” an extra 10 chairs is not realistic.

How to avoid it:

Listen to the venue operator and work with them to discuss ideas that make the most of the available space. It will allow you to have a safe and successful event. Make sure you have a realistic understanding of how much space you will need to accommodate things like audiovisual equipment, stage, lighting, buffets, silent auctions, live music or bands, or vendor tables.

If the number of participants increases or your format changes (such as a group discussion instead of a single speaker on stage), this may impact your space needs. A buffet will take up more space than a catered meal or appetizers. One way to cut costs is to repurpose the general meeting room for a breakout session. Be more flexible in your room setup and rethink how you manage your set-up day and vendor arrival times.

Conclusion

Asking the right questions, keeping the lines of communication open, and being prepared are essential to the success of your event. If you have questions or need help with logistics, reach out to your venue coordinator for advice and suggestions. They’re here to help you create a successful event.

For events that require flexibility in space usage or attendee movement. Or focus on networking and need quiet spaces for impromptu discussions. Working with venues designed for flexible meeting spaces can make the difference between an acceptable event and one that packs the wow factor.