Meeting Planner Meltdown

Have you ever been in this situation?

We all fear it. We all know someone who’s experienced it. Maybe we’ve ever experienced it first hand? We’re all in awe of it.

Meeting planner meltdown isn’t supposed to happen. Meeting planners are the sort that have everything planned out, have backups for backups and can’t seem to be out of sync no matter how hard they try. But we all know they’re not impervious. Meeting planners have meltdowns too, and thanks to Cvent, we’re going to share our thoughts too.

Only delegate to those with something to gain
Most people would say only delegate to people you trust, but that’s not always enough. Give tasks to people who will gain from them, whether it’s experience, exposure or monetary. We all like to help others while we help ourselves.

If you don’t know, say no (for now)
Many meeting planners think overpromising and delivering on that is what will get them respected and invited back, when most clients are simply looking for people who will do what they agree to do. While it’s good to stretch your limits, perhaps that should be integrated into your next event planning cycle instead of in the middle of the current one.

Many people still like to take notes by hand, send out customized invitations personally and always meet in person. Not all of these tasks are necessary and they might actually be hurting your bottom line. Unless you’re in the business of high personal touch, perhaps an email program, tablet or conference call would better suit your process.

Share your plans with your assistants/help
While it certainly feels more secure to hoard all the event plans, doing so only means you’ll have to lord over every decision and problem. Give other people access to your master plan and you’ll be able to trust that the right decision will be made without your direct supervision.

Take time away
Meeting/event planners live on the highs and lows of the event lifecycle. This makes them extremely productive during times of high stress, anxious to always be working and often guilty of ignoring their own health. Plan rest days or hours into your schedule so you aren’t forced to later on.

What tips do you have? Have you ever had or witnessed a meltdown?