Essential Steps and Tech Tools for Event Planning Success

E V E N T P L A N N I N G & T R E N D S
D E S I G N , T E C H N O L O G Y & F & B
W I T H K R I S T I C A S E Y S A N D E R S
V P O F C R E AT I V E / C H I E F S T O RY T E L L E R
P L A N Y O U R M E E T I N G S . C O M
@ P Y M L I V E - # I A A PA P W
PA RT O N E : E S S E N T I A L S T E P S F O R S U C C E S S F U L M E E T I N G S

L I V E Q & A O N T W I T T E R
M AY 5 , 2 0 1 5
1 P M C T / 2 P M E T
# I A A PA P W
@ P Y M L I V E

W H O A M I ?
• I plan meetings for meeting
planners.
• Background in theater, improv,
journalism & corporate training.
• Obsessed with design thinking,
digital tribes and human-
computer interaction.
A L L I M A G E S C O U RT E S Y A U T H O R U N L E S S N O T E D .

W H AT ’ S I N T H I S
F O R Y O U ?

Y O U H AV E T H E P O W E R T O
C R E AT E T R A N S F O R M AT I V E
E X P E R I E N C E S .

M E E T I N G S A R E N ’ T
J U S T A L I N E I T E M

E V E RY B O D Y ’ S
WAT C H I N G

T H E R E ’ S L O T S O F
O P P O RT U N I T Y

L E A R N I N G O B J E C T I V E S

1. Understand the essential steps required for
any successful meeting.

2. Discover tech tools that expedite the
planning process.

2. Discover tech tools that expedite the
planning process.
3. Learn how new trends in meeting design,
technology, team-building and F&B can be
incorporated into meetings & events.

W H AT K I N D S O F
M E E T I N G S D O E S Y O U R
C O M PA N Y D O ?
TA K E A M I N U T E T O W R I T E T H E M D O W N .

I N T E R N A L V S E X T E R N A L
M E E T I N G S & E V E N T S C O M E I N A L L S H A P E S A N D S I Z E S
R E Q U I R E D V S
V O L U N TA RY
S I Z E
L O C AT I O N
F R E Q U E N C Y
F2F
VS
VIRTUAL
VS
HYBRID

B U T T H E Y A L L  
H AV E O N E T H I N G  
I N C O M M O N

T H E R E ’ S A G O A L …
I M A G E : O P O P D O D O V I A F L I C K R

P S : I F Y O U D O N ’ T H AV E A
R E A S O N T O M E E T, Y O U
S H O U L D N ’ T B E M E E T I N G .

E V E RY D E C I S I O N Y O U
M A K E S H O U L D B E T I E D
T O Y O U R M E E T I N G / E V E N T
G O A L S .

S TA K E H O L D E R S
D E T E R M I N E T H E G O A L S .
I M A G E : R O B E RT H I G G I N S V I A F L I C K R

W H O A R E Y O U R
S TA K E H O L D E R S ?

C R E AT E A G O A L M AT R I X
Stakeholder Primary Goal Secondary Goal Tertiary Goal
#1_______
#2_______
#3_______
#4_______
TA K E 6 0 S E C O N D S T O J O T D O W N Y O U R I D E A S

G E T S TA K E H O L D E R S T O
A G R E E O N G O A L S A N D
P R I O R I T I E S T O G E T B U Y- I N .
I M A G E : B I R K B E C K M E D I A S E R V I C E S V I A F L I C K R

T H E N F I G U R E O U T W H AT
I M A G E : F L A Z I N G O P H O T O S V I A F L I C K R
L O O K S L I K E S O Y O U C A N
M E A S U R E I T.

L E T ' S P R E T E N D W E ' R E D O I N G A
P R O D U C T L A U N C H . . .

P R O D U C T L A U N C H
G O A L M AT R I X
C-Level
Sales Team
Buyers
General Public
(Attendees)

G O A L M AT R I X
C-Level Drive Sales Boost Morale Train Staff
Sales Team
Buyers
General Public
(Attendees)

G O A L M AT R I X
Sales Team
Understand
New Products
Gain
Marketshare
Recognition
Buyers
General Public
(Attendees)

G O A L M AT R I X
Sales Team
Understand
New Products
Gain
Marketshare
Recognition
Buyers See What’s New Recognition
Build
Relationships
General Public
(Attendees)

G O A L M AT R I X
Sales Team
Understand
New Products
Gain
Marketshare
Recognition
Buyers See What’s New Recognition
Build
Relationships
General Public
(Attendees)
See What’s New Network
Share Cool Stuff
With Friends

Y O U N E E D T O S T R I K E A
B A L A N C E A N D S E T P R I O R I T I E S .
I M A G E : C O L I N H A R R I S , A D E V I A F L I C K R

S P E N D Y O U R M O N E Y W I S E LY.
I M A G E : 4 0 1 ( K ) 2 0 1 2 V I A F L I C K R
D O N ’ T B L O W I T O N A
T E RT I A RY G O A L .

W H AT D O Y O U
WA N T P E O P L E T O
R E TA I N O R D O ?

D E F I N E N E X T S T E P S .
E N C O U R A G E T H E M T O
C O M M I T T O A C T I O N .

D E F I N E G O A L S F I R S T.
S O U R C E V E N D O R S S E C O N D .

E F F E C T I V E N E G O T I AT I O N S B E G I N
W I T H A S T R O N G R F P
I M A G E : WAYA N V O TA V I A F L I C K R

R F P M U S T S
• Dates
• Rates
• Space requirements
• # of attendees
• Pattern of event

R F P M U S T S
• # rooms/type of rooms
needed
• Other must-haves
(sustainability, etc)
• Reply-by & reply-to
information
• Decision deadline

A LWAY S R E S P E C T D E A D L I N E S .
T H A N K Y O U S A R E N I C E T O O .
D O N ' T L E AV E P E O P L E H A N G I N G .

L E T ' S TA L K A B O U T
N E G O T I AT I O N S . . .

# 2 . D O N ’ T K E E P Y O U R
B U D G E T A S E C R E T

# 3 . T R E AT Y O U R S A L E S
C O N TA C T S L I K E Y O U R
B E S T F R I E N D S

# 4 . R E A D E V E RY T H I N G &
A S K Q U E S T I O N S B E F O R E
S I G N I N G
I M A G E : J U L I V I A F L I C K R

TA K E A M O M E N T T O
R E F L E C T O N W H AT Y O U
J U S T L E A R N E D .
J O T D O W N T H E T H I N G S Y O U
M O S T WA N T T O R E M E M B E R .

N O W Y O U U N D E R S TA N D T H E
E S S E N T I A L S T E P S R E Q U I R E D F O R
A N Y S U C C E S S F U L M E E T I N G .
L E T ’ S TA L K A B O U T S O M E T E C H
T O O L S T H AT C A N H E L P.

@ P Y M L I V E # I A A PA P W
PA RT T W O : T E C H T O O L S T H AT FA C I L I TAT E T H E P L A N N I N G P R O C E S S .

W E ' V E TA L K E D A B O U T T H E
E S S E N T I A L S T E P S R E Q U I R E D F O R
A N Y S U C C E S S F U L M E E T I N G .
L E T ’ S TA L K A B O U T S O M E T E C H
T O O L S T H AT C A N H E L P.

E V E N T P L A N N I N G I S O N E O F T H E
M O S T S T R E S S F U L J O B S .
W H Y ?

A L L T H E M O V I N G PA RT S !
I M A G E : C L E M E N T 1 2 7 V I A F L I C K R

Y O U N E E D S O M E K I N D O F
P R O J E C T M A N A G E M E N T T O O L .

A M I L L I O N O P T I O N S .
T H R E E C AT E G O R I E S :
• S P R E A D S H E E T S
• O N L I N E T O - D O L I S T S
( B A S E C A M P, A S A N A ,
P O D I O )
• C H E C K L I S T A P P S
( A N Y. D O , T R E L L O )

TA K E 9 0 S E C O N D S T O W R I T E D O W N Y O U R R E Q U I R E M E N T S :
- W H O ' S O N Y O U R T E A M
- W H AT Y O U N E E D T O T R A C K
- H O W Y O U L I K E T O S TAY O R G A N I Z E D
- W H AT Y O U R B U D G E T I S
T H E C H O I C E Y O U M A K E I S
A B O U T Y O U . H O W Y O U W O R K ,
W H AT Y O U N E E D .

P S S T: L O O K F O R L E A R N I N G
P O RTA L O N - D E M A N D W E B I N A R O N
P R O J E C T M A N A G E M E N T T O O L S AT
I A A P - H Q . O R G .

E L I M I N AT E PA P E R W I T H O U T
L O S I N G Y O U R H E A D .
K E E P E S S E N T I A L S
T O G E T H E R .

D I G I TA L F I L E C A B I N E T S A R E
E S S E N T I A L T O O L S .
• O N E N O T E
• E V E R N O T E
• G O O G L E D R I V E
• D R O P B O X

S O M A N Y O T H E R
H E L P F U L T O O L S !
REGISTRATION
PLANNING CALCULATORS
MATCHMAKING SOFTWARE
NETWORKING APPS
ONLINE COMMUNITIES
SEATING CHARTS
FLOORPLAN MAKERS
DIGITAL CHECK-IN

R E M E M B E R : I T ’ S A L L
A B O U T T H E G O A L
N O T T H E S H I N Y N E W
T H I N G .

W H AT D O Y O U
N E E D ?
J O T D O W N T H E B I G G E S T T I M E -
WA S T E R S . T H E M I S S E D G O A L S .
S TA RT T H E R E .

P S S T: L O O K F O R L E A R N I N G
P O RTA L O N - D E M A N D W E B I N A R
O N C R E AT I N G A PA P E R L E S S
M O B I L E O F F I C E AT I A A P - H Q . O R G .

R E M E M B E R : I T D O E S N ' T M AT T E R
I F E V E RY O N E E L S E I S D O I N G I T,
I F Y O U D O N ' T H AV E A N E E D .

N O W Y O U ’ V E D I S C O V E R E D S O M E
T E C H T O O L S T H AT E X P E D I T E T H E
P L A N N I N G P R O C E S S .
L E T ’ S TA L K A B O U T T R E N D S A N D
H O W T O I N C O R P O R AT E T H E M .

@ P Y M L I V E - # I A A PA P W
PA RT T H R E E : T R E N D S I N M E E T I N G D E S I G N , T E C H N O L O G Y, T E A M - B U I L D I N G , F & B

L I V E Q & A O N T W I T T E R
M AY 5 , 2 0 1 5
# I A A PA P W
@ P Y M L I V E

W E ' V E D I S C U S S E D T E C H T O O L S T H AT
E X P E D I T E T H E P L A N N I N G P R O C E S S .
L E T ’ S TA L K A B O U T C U R R E N T T R E N D S
A N D H O W T O I N C O R P O R AT E T H E M .

B U T F I R S T …
I M A G E : M AT T H I A S W E I N B E R G E R V I A F L I C K R

R E M E M B E R : I T ’ S A L L
A B O U T T H E G O A L

A N D Y O U R G R O U P.
I M A G E : G W E N D O LY N S A M S V I A F L I C K R

T H AT B E I N G S A I D , H E R E ’ S
W H AT ’ S H O T N O W.

M E E T I N G D E S I G N
A U D I E N C E - C E N T E R E D D E S I G N
B R A I N - F R I E N D LY M E E T I N G S
E X T R E M E E N G A G E M E N T
W E L L N E S S ( F O O D & A C T I V I T I E S )

W H I C H O F T H E S E W O U L D
Y O U L I K E T O T RY ?
T W E E T @ P Y M L I V E

T E C H N O L O G Y
N E T W O R K I N G - C E N T R I C T O O L S
S E C O N D S C R E E N S
G A M I F I C AT I O ND R O N E S
I N T E R A C T I V E P R O J E C T I O N S
A R / V R

T E C H N O L O G Y

T E C H N O L O G Y
D R O N E S

T E C H N O L O G Y
G A M I F I C AT I O N

T E C H N O L O G Y

A N Y Y O U ' D L I K E T O S E E ?
G A M I F I C AT I O ND R O N E S
A R / V R

T E A M - B U I L D I N G
T E A M “ M A K I N G O R B A K I N G ”
C H A L L E N G E S ( A RT, F O O D , M U S I C )
I M P R O V S T O RY- B A S E D
C S R A C T I V I T I E S
T V- I N S P I R E D
T E C H - A S S I S T E D H U N T S

C S R A C T I V I T I E S

T V- I N S P I R E D

W O U L D Y O U R G R O U P
E N J O Y A N Y O F T H E S E ?
C S R A C T I V I T I E S T V- I N S P I R E D

F O O D & B E V E R A G E
B I T E - S I Z E D C O M F O RT F O O D S
L O C A L & S E A S O N A L
A N C I E N T G R A I N S / G F
M A S H - U P SA N Y T H I N G C R A F T

A N Y T H I N G C R A F T

M A S H - U P S

H AV E Y O U S E E N A N Y O F
T H E S E ?
M A S H - U P SA N Y T H I N G C R A F T

N O W Y O U K N O W
W H AT ' S H O T.

H O W D O Y O U
I N C O R P O R AT E
T R E N D S …

W I T H O U T B E C O M I N G
A FA S H I O N V I C T I M ?
I M A G E : M AT T H I A S W E I N B E R G E R V I A F L I C K R

C O U L D A N Y O F T H E S E
T R E N D S H E L P Y O U
A C H I E V E O R R E I N F O R C E
Y O U R G O A L S ?
TA K E A M O M E N T T O R E F L E C T
H O W ?

N O W Y O U ’ V E L E A R N E D H O W
N E W T R E N D S I N M E E T I N G
D E S I G N , T E C H N O L O G Y,  
T E A M - B U I L D I N G A N D F & B  
C A N B E I N C O R P O R AT E D  
I N T O M E E T I N G S & E V E N T S .

T H E R E ' S O N E L A S T
T H I N G .

Y O U H AV E T H E P O W E R T O
C R E AT E T R A N S F O R M AT I V E
E X P E R I E N C E S .
G E T F R E E P R A C T I C A L G U I D E T O M E E T I N G
P L A N N I N G : H T T P : / / E Z . C O M / P G T M P
P L A N W E L L & P R O S P E R F R I E N D S !
K R I S T I @ P L A N Y O U R M E E T I N G S . C O M
@ P Y M L I V E

Essential Steps and Tech Tools for Event Planning Success

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Essential Steps and Tech Tools for Event Planning Success