Planning a meeting or event can be challenging, but it can also be a lot of fun! Here are a few tips we’ve learned at the Mid-America Science Park through planning and hosting hundreds of meetings and events in Southern Indiana:
Start Planning Early – Every detail counts, so it’s important to have a plan in place long before the big day. If you aren’t a professional event planner, not to worry, there are hundreds of templates and resources available online. Be sure to pay close attention to timelines and assign each task to a specific person.- Visit the Venue Before you Book – While photos are great and a lot of planning can be accomplished remotely, seeing a venue in-person is definitely the way to go if you can make it happen. It allows you to visualize your event, ask important questions, understand the design of the venue and make note of things you may not have noticed in photos. If an in-person visit isn’t possible, check with the venue to see if a virtual tour is available.
- Pretend You Are an Attendee – Put yourself in the shoes of someone who will be attending your meeting or event. This will help you think through travel arrangements, parking, signage, programs, communication tools and more. As the event planner, you know every detail of the event, but attendees rely on excellent communication before, during and after the event. Communication has a significant impact on attendee experience and is critical to the success of the event.
- Review the Plan, Again – In the days leading up to your event, it’s a good idea to run-through the plan again and again. If you’re working with a team, review the plan as a group. This is your opportunity to uncover missed items, make improvements and ensure the event goes smoothly. When you know the plan inside and out, your confidence will shine through.
- Enjoy the Event – With all the details in place, it’s show time. Be sure to get some rest and enjoy the experience! When the event wraps up, document your success and what worked well, as well as things you’d like to change or improve upon in the future.
If you’re planning a meeting or event in Southern Indiana, we invite you to tour the Mid-America Science Park in Scottsburg. We offer impressive event spaces and courtyards that can accommodate a few guests or a few hundred. Our conference center is ideal for business meetings, conferences, networking events and more. Contact us to learn more.
