Better event follow-up -- Send hand-written notes

Earlier this week I put together an event for The Bank of Missouri -- a welcome reception for Columbia, Missouri's new school superintendent. We had almost 100 people there, and kept a complete list of attendees.

Afterward, I provided the list, with all available contact information, to the bank so they could do whatever follow-up made sense for them (e-mail messages, notes, or whatever).

For my part, I sent a hand-written note to all of the attendees that I know, personally, or with whom I had a significant conversation at the event (almost half).

Whoever is doing the thanking, the key is to extend the impact of the event, the positive feelings. A thank you note -- especially a hand-written one (which no one does anymore) -- is an opportunity to say thank you, as well as to reiterate the message of the event.

- sean

Sean Spence
Community Events
www.commevents.com
seanspence@earthlink.net
573-823-1308

Pick up the trash!

I mentioned that there were two events Thursday night, but I haven't said anything about the second.

It was a massive event with way too many people (a few thousand, I'm sure), but still cool. Lots of food and music and other entertainment.

The problem? After the first hour, trash started overflowing the trash cans and collecting around the room. Tables all over the huge exhibition hall were piled high with plates, cups and miscellaneous garbage.

Assuming that there was no way to predict this problem, it should have been dealt with swiftly, sparing no expense. If the hotel couldn't add extra staff to address the problem, then the event promoters should have been dragging staff out of their homes and texting friends to get there and help. Whatever it took, this is one of those problems that is just inexcusable.

It can happen to anyone. If it happens to you, make sure you fix it quickly and completely.

Sean Spence
Community Events
www.commevents.com
seanspence@earthlink.net
573-823-1308

Conflicts with other events; competing with an 800 pound gorilla

Last night I attended an event -- two, actually, and I'll probably address the other in another post.

The first event had a problem that any of us can understand. Only maybe half of the chairs in a very large ballroom were filled. Is that an event planner's nightmare or what?

On the surface, the problem was pretty simple: it was scheduled on the same night of a very popular event that appealed to many of the same people who would typically attend the first event. Two events. Similar audiences. Same night. Yes, this could obviously be a problem.

The real problem, though, was that the event organizers did not adapt to an easily forseeable problem. Once it became clear that their event would be competing with an 800 pound gorilla, it was time to go into action, to do things that had not previously be necessary for this annual event.

Here are a few things that could have/should have been done:

1. All past attendees could have been called and/or e-mailed to help motivate them to attend.
2. The organizing board could have had at least two or three meetings to brainstorm the names of potential attendees. Those names could have been assigned to individual board members, whose job would have been to motivate attendance.
3. Alliances could have been struck with organizations who have large memberships, offering some consideration (probably just a special thank you at the event) in return for e-mailing their memberships about the event.
4. People from all over the community could have been recruited to bring blocks of two to four people with them to the event.

The key is simple -- it is about aggressive, personal contact and motivation. Pay attention to the RSVP list. Count the number of people who are expected -- specific names of people who have committed to attend. Never take anything for granted. Get the names on a list and get the people in the door.

Sean Spence
Community Events
www.commevents.com
seanspence@earthlink.net
573-823-1308