Event planners spend so much time with the smallest details of events that we are often inclined to miss some of the obvious aspects. One of the most important pieces of advice that I can offer to anyone who plans events is to put yourself in the attendee’s shoes. Taking the time to incorporate this step into your event and communication planning will absolutely improve your attendees’ experience. Here is a practical way you can view your event from a different perspective.
Open your notebook to an empty page and get a pen. Be prepared to jot down notes and to-do’s as you think of them. Be sure to complete the whole process before you begin acting on any of your notes. Slide your chair back from your desk and pretend you are an attendee at your event. In your mind, walk through each process that your attendee will experience. For this example, we will focus on the initial arrival to the event.
I am an attendee who has never been to the venue before. I pull up to the event in my car. Where do I park? How do I know where to park?
This may bring you to the realization that attendees will need signage in the parking lot so they know where to park. Jot that down.
I parked my car, and I am walking to the entrance because I saw the banner for the event hanging over the door. What is the first thing I see when I walk inside? Is there a person there directing me? Is there a registration table in clear view? What do I do with my coat? I see people with badges—where do I get my badge?
Are there A–Z signs telling me which line I go in? I have my badge—now what? What is the registration team telling me? What other details might I need to know?
What do I do now? Where is the bathroom? Where do I go next? What do I see? What is the feel? Is it easy to hold everything I received at the registration table?
The process continues as you walk through each aspect of the event. Here are a few more items to think through that will make your event run much more smoothly because you put yourself in the attendee’s shoes.
-Directional signage
-Branding
-Confirmation email information
-Information on the invitation
-Lighting
-Direction of the buffet
-Location of the registration table
-Emcee notes
-Event collateral
-Traffic flow
The manager of my first catering job defined hospitality as “Taking care of the attendees’ needs before they realize they have them.” Putting yourself in the attendee’s shoes will help you answer their questions so they don’t have to ask them.
P.S. If you are worried about missing details for your event, be sure to check out the ABC’s of Event Planning resource.
P.P.S. If you want an event professional to walk you through this process or want an outside perspective on your event and any details you may be missing, please call 312-497-3505 or email ben@jacobsonevents.com for more information and pricing.
For more info visit www.jacobsonevents.com.