The Importance Of Getting Your Convention Off On A Positive

Although much effort is often put into pre-planning,organizing and coordinating a convention, much of this effort is diminished, and results are adversely impacted, if organizers do not make a point to emphasize their arrangements, in order to properly set a positive tone at the onset of the convention. As is true in many other things in life, the first impressions of convention attendees often strongly influence the attendees overall impressions of the convention as a whole.

Many convention organizers often neglect emphasizing these important details. I have witnessed numerous convention organizers and chairpersons who believed that they could merely delegate certain crucial details to others. In my three decades in this industry, I have discovered that while delegating sounds like a great idea, unless one can be certain that the individual delegated to is capable, it is often a foolish move that causes more problems than the supposed time it saves. Some of these details that require additional attention include:

(1) Check-in at the convention hotel - - Many organizers believe they should stay away from this process, because the hotels were the "experts" in handling these details. Even if the hotel that one is dealing with is far above average, there will always be some difficulties with some attendee. Hotel registration personnel are not always completely familiar with some of the specific details that might have been negotiated for this group. There may be certain individuals with some sort of specific question, "problem," or difficulty, that "grows" bigger if it isn't addressed properly from the start. These situations often get blown up out of proportion, and if addressed at the onset, are easily rectified to the attendees satisfaction. Convention organizers should be sure to station visible convention representatives in the hotel check-in area, so as to set the welcoming and accommodating tone. These individuals should also be able to simply communicate with the convention chairperson, or a specific knowledgeable individual, in case of any obstacles that the "greeters" cannot address fully. The "main" individual should also be able to easily communicate with the Manager in Charge, for that day, so that everything goes smoothly.

(2) Meeting Registration - - Organizers should make certain that the area assigned for this purpose is easy to locate, well marked with signage, and large enough to adequately handle the number of individuals registering. Like all other important areas relate to attendee satisfaction, it is essential that each attendee feel welcome! In regard to how much space might be needed, it is usually better to err by having too large an area, than too small an area. Meeting organizers should make sure that they once again have sufficient easily identifiable individuals assisting with making this procedure as clear, easy and effortless as possible. Every registration area should include two types of information areas - - one regarding details and specifics about the convention itself, and the other about the area, and things (activities) to do.

(3) Welcome Committee- Every convention should have an adequate number of people on this committee. These people should be friendly, well-versed with various aspects of the convention (or, at least, be able to find out), etc. I like to call this the "Meeting, Greeting, and Smiling Committee."

(4) Welcome Event- The convention organizers must realize that any opening event sets the tone for the convention. If people enjoy the welcoming event, they begin with an open, positive mind. On the other hand, if this event is not accommodating, fun, and in some way unique, attendees might "sour" on the convention before giving it a chance. This is the first opportunity that the convention committee has to truly make attendees feel welcome. I have observed too many circumstances where there is the "clique" atmosphere, and especially newcomers feel left out.

(5) Clear-cut communication- Nothing negatively impacts a convention's success like poor communication. Human nature is such that people do not like the feeling of anxiety, and if they do not feel comfortable that they "know what to do," anxiety often sets in. Organizers should prepare easy-to-understand, clear, "cheat sheets," so that attendees have most of their potential questions answered. Often, a "Frequently Asked Questions" (FAQ) section is helpful, especially if it is clear, and in facts answers most questions. The sheet should also include contact information for the organizing committee, so that attendees can easily find out about anything that either confuses or concerns them.

(6) There should also be a complete Flow Sheet, with complete information regarding location, time, any unusual details, etc. It is far better to give too much detail, too many times, than the opposite situation!

(7) if the Convention is serving food, there should be an accommodation made for those with specific dietary restrictions. Organizers must work closely with the hotel, from the start, to discuss how best to handle these needs.

The above partial list is a general list that convention organizers can use to help guide them. Each convention also has its own specific needs and requirements. However, one of the most essential ingredients is that convention organizers must remember that attendees require nurturing and a feeling of being wanted. More can often be accomplished simply by listening attentively and smiling than by many other things!