You can significantly improve the attendance and successful running of your
next meeting by paying attention to the following ten suggestions:
- Get your mailing out on time
Every day you are late will cost you some reduction of your total
registration.
If it was only two percent per day, and it will likely be more than that, two
weeks late would result in over twenty-five percent fewer attendees.- Make your hotel arrangements early in your planning cycle
Otherwise, you will end up making compromises on quality and/or timing.- Make sure you ask presenters for information early in your planning
cycle
Or else, you won't have the advertising information you will need to ensure
that brochure copy is current. - Meet early with the graphic artist
This will ensure that no last-minute adjustments are made and brochures
and other Ad materials will be properly co-ordinated.- Order mailing lists in plenty of time so that catching errors are done in
plenty of time to make adjustments or get hold of replacements. - Get press releases out on time
Make sure that key issues of the meeting are noted.
This will pique the interest of potential meeting attendees and give them
time to plan their schedule accordingly and attend the meeting.- Make sure to order plenty of Ad materials (like brochures) so that you
can respond properly to those last-minute enquiries - Be sure to ask for proofs from the printer
This will eliminate having to re-do brochures that were printed upside
down, or inside out.- Respond quickly and confirm registrations
- Analyze early returns carefully
You may find that certain types of companies, specific postal codes, certain
jobs, specified titles, or precise-size organizations responded better, thus
follow-up mailings could be directed at them.