Running Repeat Events Should Become Easier

Many organizations and businesses run similar events on a regular basis. Sometimes the event is as simple as a "Meet and Greet," and sometimes it is as complex as a conference or convention. In my more than three decades of working with businesses and organizations in terms of coordinating and running various events, I am amazed at how very few create prototypes of the repetitive aspects of these events, so that the event becomes far easier to manage and coordinate.

I advise organizations that run conferences and/ or conventions with food and beverage, and catering components, to determine what works best for their group, and attempt to somewhat duplicate it from year to year. If a particular form of menu planning, or pricing mechanism, is effective for the group, it makes sense to use that as a basis for future planning.

If a part of the program involves some sort of meetings that a protocol is needed for, it makes sense to create a "cookbook" style manual, so that each year's organizer or coordinator does not have to waste a lot of time, effort and energy, by attempting to "reinvent the wheel." Instead, time and emphasis should be placed on reviewing previous programs, and evaluating those aspects that are necessary, and which are not. Then, evaluate formats that work, menus that make sense, and structures that work for your particular group. The "climate" and "atmosphere" of each group often has significant idiosyncracies, and distinct needs, as well as a particular organizational culture and ethic. Many less experienced organizers try to mimic things other organizations do, but fail to realize that what works for one group and its needs, often does not make sense for another.

When I notice organizations that have repeat events that do not use their previous events as a guideline for assisting them to develop effective Request for Proposals (R.F.P.), and use their specific needs as a negotiating point, attempting to get concessions in areas that are most meaningful to them. Event locations may offer certain concessions that have value to other groups, that are less valuable to your organization. An effective, professional negotiator may be able to "give back" things that are less important to you, in exchange for others with greater significance to the organization.

Organizations that systematically and strategically plan, simplify the process used to efficiently organize, promote, and coordinate events.