How do you communicate effectively with vendors, speakers, and attendees in event planning?

Many vendors are not effectively marketed and don’t have their names out there yet. So finding community groups on social media where they might post is a great way to find unique venues or experiences! It’s also a great place to find a quick backup plan in the event of a cancelation.

Selecting a venue is a location that is convenient for your target audience and exhibitors. Transportation, hotels, and the industry you are targeting should be in proximity and ensure the venue complies with safety regulations and parking facilities. Assess the space requirements based on the number of exhibitors and expected attendees. Make sure that the venue offers necessary facilities such as Wi-Fi, electricity, audio-visual equipment, and catering services. Always choose a venue with easy accessibility for both local and international attendees. Evaluate the cost of renting the venue and any additional services. Negotiate to get the best possible deal within your budget. Book well in advance to secure your preferred dates.

One thing that I find helpful is to have someone greet the vendor/speaker at the entrance of the venue. Give them any information they may need like housekeeping rules, where the restroom is and have an area for them to get drinks and snacks depending on the length of the event. Make them feel welcomed and hopefully they will return!

Once you've approved a speaker or exhibitor, your need to build a resource center for them. Ensure they have access to all the information they need leading up to your event. The next step is to ensure you're putting them on a pedestal when they arrive. Your event registration and check-in software should notify you when VIPs arrive so that you can greet them and ensure they are ready to go!

Once the exhibitor confirms his participation, the first thing you need to share is the show manual which contains complete information and step-by-step guidance for exhibitors with complete requirement forms with clearly mentioned deadlines for the services offered by the organizer. While inviting speakers use professional channels to send an invitation and clearly outline event details, including date, time, venue, and topics to be covered, and also provide information on the audience. Send periodic reminders leading up to the event, including logistical details and any materials required. On the day of the inauguration designate a team to greet and welcome partners, exhibitors, VIP guests, and speakers at the main entrance.

I believe in meticulous planning beforehand, and "running a tight ship" at events. That means that in the planning stages, we integrate vendors and performers in our timeline development, make sure that our proposed schedule works for them and accommodate them as much as possible. On the day of the event, we call every vendor an hour before they are supposed to arrive at the venue to make sure they are on their way, then greet every single vendor, show them their spot/delivery destination and quickly go over their specific tasks for the event. So far, that has always worked!

To me, the communication with vendors and speakers starts several weeks before the event. I actually reach out to all vendors and ask them to review the timeline for the event, even encourage them to request any changes that would make their work easier. Together we finalize the timeline in all detail - and that builds a motivated team whose shared purpose is making the event perfect.

I find it is essential that key information is easily searchable online. An event website needs to be created, be easy to find, and show the location; address; event time; and other specifics in a very obvious spot. I have often encountered business and event websites that do not show the hours and location at all, accurately, or intuitively.

First, create a website, it's provides a centralized location for all essential information about the event, including date, time, venue, agenda, speakers, exhibitors, sponsors, postshow report, gallery, and testimonials of the last edition. Event brochure, flyer, EDM, newsletters, personal and VIP invitations. Social media marketing is a powerful tool for promoting events and engaging with your targeted audience. Consider the nature of your event and the type of content you plan to share. Regularly monitor and adapt your approach based on engagement metrics and feedback

One thing you should always plan for is extra name badges because inevitably over the course of a multi day event, someone is going to lose their badge. Or maybe someone misspelled their own name on registration and you’d never know it.