Why should you hire conference and meeting planners?
There are many reasons, but today we’re going to discuss the surprises you’d have to manage if there weren’t hired professionals to assist. That’s because even the most meticulously planned events require a last-minute change (or two). Experienced conference and meeting planners, however, allow you to focus on the important stuff: VIPs, attendees, speakers. You get to keep enjoying the show while we handle business backstage.
What kind of business do we handle, you ask? Below are our favorite behind-the-scenes stories!
Candace
Even today, thinking of this project brings me tears of joy.
We produced a conference for 250 guests where a famous singer was set to perform in the evening. Earlier in the day, the piano was tuned to their specifications but, at some point, hotel staff moved the piano and knocked it out of tune! The singer, sensitive that their music be played as intended, made it clear they’d only perform if the piano got tuned again.
It was late in the day by now, so we dropped EVERYTHING and called everybody. Eventually, we found someone who would help us. The stress was so high leading up to the re-tuning, but the payoff was absolutely beautiful. It was a moment I’ll never forget.
As we stood there listening to rehearsal, the piano booming throughout the ballroom, I started to cry. It was a sweeping soundtrack to our day, a symbolic victory tune. Just beautiful. Then, wiping my tears, I left the ballroom with a smile. Radio in hand, I tackled the next task with so much pride and energy! And it wasn’t just me who was moved by the moment. We’ve been told many times that the association still talks about the performance to this day!
Rebecca
I have to say the product launch we did in Rio de Janeiro was a high-wire act both literally and figuratively.
We knew going in there’d be some language barriers, but we weren’t fully prepared for the differences in safety standards. The AV experts we work closely with often travel with us on major trips like this, but local crews are typically hired to help install the equipment.
I’m not exaggerating when I say setting up the ballroom was one gasp, eek, oy, and deep breath after another. Crew members were climbing scaffolds, hanging high in the air without harnesses. Fortunately, we had a cocktail hour adjacent to the ballroom to keep attendees busy. We also brought a big enough team to keep up the energy inside and outside of the ballroom. Best of all, we completed the job right before doors opened. Phew!
Kelly
This story ends with a magical carriage ride to Rockefeller Plaza, seeing the famous Christmas Tree aglow, and sipping delicious wine from coffee cups with Candace. But it starts with me getting sick right before a multi-city seminar!
Fortunately, the Coterie Spark team is never a one-woman show. Candace was right there beside me as we powered through the first leg of the seminar in Houston. Then, funny enough — well, it’s not that funny — Candace and I switched roles for the seminar in New York City. Candace got sick and so I was right there beside her because “the show must go on.”
One great example of how we powered through: our crew told us the freight elevator at our NYC venue was sluggish. Candace and I quickly jumped into action to ensure our evening event started on time. We joined the crew and helped them move the custom couches and tables ordered specially for the event. The event kicked off on time, and after everything wrapped Candace and I took that magical (and relaxing) carriage ride together. Teamwork!
Jordan
Transportation can be pretty tricky to coordinate sometimes.
For one conference, we had nine buses taking attendees to different locations around our host city for various entertainment experiences. Timing each bus with each experience was critical. And naturally, one of our buses didn’t show. I pivoted quickly, sending a busload of attendees to a different location. A little chaos ensued after that. Dispatch said they couldn’t help with a final bus, the bus drivers were all over the city by now, and I still had a group who wanted to go on their trip. But I was determined to find a solution!
It came to me shortly after taking a step away and a deep breath. I had to draw up completely new routes for each bus driver so one could take two different groups. I called every driver and gave out new assignments. In the end, all the attendees got to their correct locations and back without ever noticing. Little did they know the logistics it took to make that happen! That’s one moment I’m very proud of.
Megan
This story is about planning a last-minute onstage performance for a large annual event.
We were in the final weeks of planning when the committee decided to add a performance to their evening party. If that wasn’t complicated enough, the committee wanted to book a group with 20+ performers. That meant contracting the group, arranging meals and transportation for twenty entertainers, adjusting the rehearsal schedule, and coordinating new AV components with the tech team.
It was a full commitment — heads down, a true grind — but the entertainers were so captivating it’s hard to imagine the event without them. Our week of scrambling also paid off for the client who saw previously unexpected revenue from the event pad ticket sales. A win-win.
Alex
Here’s a great example of a slice of life for conference and meeting planners.
Once, while hosting a group of 2,000 attendees, the main chef called out sick with COVID. We of course understood, and wished them a quick recovery, but we were stunned when we realized the order hadn’t been completed! Worse, nobody knew until we walked into the kitchen expecting intricately designed platters of treats waiting for us.
With the small staff that we had, we quickly fired up and served tater tots and fries from the freezer. This lined our guests’ stomachs and contented them long enough for me to call every pizzeria in the area. I have to tell you, the sight of 500+ pizza boxes being paraded into the dining room is one I will never forget.
Don’t want to deal with last-minute hiccups like the ones above?
Our expert conference and meeting planners thrive in the face of unexpected issues. Contact us to learn more!