Event planning tips: ensuring attendees return next year.

• Author: Freeman, Louise
• Position: SPECIAL SECTION: Conventions, Meetings & Corporate Travel

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Planning a convention, conference or meeting can be a daunting challenge if you've never done it before. "With the downturn in the economy, many people ate being assigned event planning for the first time," said Jason Lott, director of sales at Alyeska Resort in Girdwood. "More duties have been tasked to people, like executive assistants and others not used to it. They basically have to start from scratch."

Whether it is a meeting for 50 or a convention for 5,000, planning does not have to be an overwhelming task. Help is available from local convention and visitors bureaus, as well as from online resources. It helps immeasurably if you are given ample time for planning.

"The larger the meeting, the longer out you have to plan. One year to 18 months out is good for most state groups because we don't have a large population. National meetings should be planned two to five years in advance," said Julie Dodds, director of convention sales, Anchorage Convention and Visitors Bureau (ACVB).

However, many people planning an event don't have the luxury of having a long lead time.

"I wish everyone would plan a meeting six months to a year out, but ir has changed a lot in the last few years. People's job duties have changed and event planning is sometimes thrust upon them at the last minute," Lott said.

START WITH THE BIG PICTURE

Many people planning an event, especially those with little time to spare, plunge right into the specifics. After the budget has been established, they immediately focus on possible dates and venues, number of break-out rooms needed, and audio/visual and catering requirements. Instead, Lott says, planners should first focus on the big picture.

"We try to get them to understand the overall form of the event, their main goal," she said. "What you're trying to accomplish? Who are the people who will be attending? What is going to make it fun and unique? Look back at events you've been to, what elements caught your eye, or wowed you or your boss."

TAKE ADVANTAGE OF LOCAL CONVENTION BUREAUS

Once you've got your overall vision in place, you can turn your attention to the details. Before you approach venues, you should have decided on a few possible sets of dates, the approximate number of attendees, and your space and catering requirements. At this point, you may want to mm for help to the local convention and visitors bureau.

These organizations ascertain your needs and send out a request for proposal (RFP)...