- A planner’s request for feedback on registration apps
- One planner’s ideal meeting
- Sage advice from an Event Manager
OSU Center for Continuing Medical Education
Years of experience: 24
Searching for a registration/check-in app solution.
Our website has a very extensive CMS and LMS system that we use to keep in touch with our learners and generate certificates, etc. However, we are looking for good registration/check-in apps to help us automate our attendance tracking.
In addition to our live conferences, we have departmental liaisons who handle most of the day-to-day RSS duties such as gathering and entering in attendance of their individual RSSs. Since they have many duties other than the RSS management, we would love to find a way of making it easier for them to enter in attendance.
We would greatly appreciate any guidance/advice on which registration or check-in apps our peers are using and/or which apps they do not recommend and why.
Provide your feedback on registration/check-in apps at Editor@MidwestMeetings.com or firstname.lastname@example.org.
Corporate Meetings and Events Planner
Polaris Meetings & Events
Kansas City, KS
Years of experience: 11
My ideal program begins with an initial consultation with the client to discuss the plans, goals, objectives, and vision for the event. Setting the goals at the beginning ensures that I am able to secure the best suited vendors for the program. All vendors work together to provide the best value to achieve the desired outcome for the client’s investment. Attendees, client, and vendors feel that they receive ample communication so that they are confident in the plans for the program. The program dates arrive and all details play out as planned. If any obstacle arises, it is addressed promptly and a solution is implemented to minimize impact. The client, attendees, and stakeholders are delighted in how smooth the program is executed and all desired outcomes are achieved.
A good relationship with open communication between the planner and venue is a prime element for the success of a program. The two should be partners. When one succeeds, the other will as well. From the start, a venue being open with what their capabilities are is very important... especially in a situation when a planner has to go into a program site-unseen. While some venues have hard stipulations in place, possibly due to unions or stakeholders, flexibility and thinking outside the box is beneficial. Just because the venue contact may not have seen a particular set up or activity in the past, does not necessarily mean that it cannot be implemented. If a request is something that is not allowed at a venue, collaborating to come up with alternate options that would work instills trust and partnership. Asking questions and taking notes while the planner is going over the program helps to ensure that the venue contact has a full understanding of the goal and is able to relay it to the staff that will assist in executing the program. I strongly believe that I am only as good as the people that I work with. A planner cannot implement a program alone. Good communication is key!
Basilica Events, LLC
International Special Events Society - Mpls St. Paul
Years of experience: 13
Money spent on _____ was a waste.
Money spent on customized bid paddles was a waste. For our annual Gala event we thought it would be great to tie the theme (light) into what we thought would be a clever idea that our guests would bid using little flashlights. This wasn’t the first time our committee had this idea to do this type of thing. The reality of live auction bidding is that people don’t use anything other than their hands or eye contact to place their bids. This makes it really important to have really attentive spotters and auctioneers looking for those people who are bidding. Some of these big spenders like to be more aloof and come in at the last minute and steal that prized item right out from under the other bidders.
What I did when my speaker/entertainment was a no-show.
I plan a large outdoor music festival and a couple years ago we had one of our headliners pull out of the event just a couple weeks prior to the date. With a large advertising campaign and months of planning this was not an ideal situation. Fortunately, we work with a professional talent booking agency who was able to replace this band with a similar style act. In situations like this it is important to not rely on one option. We have lists of bands that we keep in our back pocket in case these types of issues arise. It isn’t that difficult for a seasoned event professional to book entertainment but when these challenges come up it is best to work with talent bookers who do this each and every day.