Many things can go wrong when hosting a big event. However, there is one problem you really don’t want to have. Even if everything else goes perfectly, without Power Secret #2 you might as well go home.

I will get to Power Secret #2 in a moment. If you missed #1 of the 7 Power Secrets to Successful Meetings, you can read about by clicking here.

So, what is the most common mistake in holding a large event? Imagine putting together an event where you sweat over every detail only to find your message fails to reach those in attendance.

Why bother with all the time and money if you are not going to achieve the purpose behind the event in the first place?

Power Secret # 2: Connect the Message

It seems painfully obvious, but you have to know why you are having the event. Every detail from who speaks to who listens is dictated by this simple fact. I shared last time about the fundraising client who learned this lesson the hard way. He failed to make the connection between his message of raising money for a very good cause and his audience of financial donors. In planning the event, he failed to reach the right crowd. This year he is taking a very different approach.

Looking at the purpose of the event answers several questions before you invest time, energy and money.

Talk in advance with each of your presenters to find out what they intend to say. If you have a clear theme or agenda for the evening, share it with them.

Of course you will not get your message across at an event if the audio is poor and your video is difficult to watch. Recently, I attended a conference hosted by an up-and-coming Fortune 500 company. The attendees flew in from around the world to take part in this weeklong training event. The content was well worth the time and expense, but one thing kept distracting the participants: the homespun audio and video setup. At times you couldn't hear the speaker or if you could, the microphone noise was so bad you couldn't focus on the message. The video did not always play as expected, causing awkward delays, as well as some embarrassing moments for the presenters.

Had they simply taken advantage of an event expert, they would have hit a home run.

Before you print invitations, rent the location or even line up your presenters, ask some basic questions:

• What is your goal? What are you trying to accomplish?
• Who needs to be there?
• What is the content that needs to be communicated?
• How will the audio and video support your message?
• How will the room design enhance the event?

Over the past 21 years I have helped answer these questions for numerous clients resulting in countless success stories. Without fail, the earlier I get involved with my clients to answer these questions, the better the event turns out. Before you start work on your next event, think through these questions with your planning team. I guarantee it will make a significant difference in your level of success.

To learn more about making your event more effective, call me today at (209) 579-0580 x115.