THE SIX "P's" OF EXCELLENT EVENT PLANNING

by Deb Weidenhamer

As president-elect of my state auctioneer association, I recently planned and hosted our annual convention.   Planning a convention is very similar to planning a successful auction.  You must anticipate, prepare and execute a plan with good timing and precision.  In the army the motto of commanding officers says "prior proper planning prevents poor performance."  These are the six "P's" of groundwork for a great event.

In preparing my state's auction convention I learned many great lessons and many of you are involved in conventions and educational opportunities for your associations.  Hopefully some of the "P's" can assist you in your next event.

First, choose the location for the event.  This is so vital because a hotel that is too small can be a deterrent for the success of the next event.  Make sure that classrooms for seminars during the convention are large enough to accommodate the attendees.  Proper student seating including tables is expected in a learning environment.  Have good sound amplification for the instructor as well as all instructor props such as a computer projector, screen and white board.

Prepare your instructors or speakers for the event.  This is easy to do by sending a pre-event questionnaire to the speaker in which you find out their presentation needs as well as the accommodations they will be requiring for their stay at the event.  Also inform the speaker of the amount of attendees and the current level of development for each attendee, i.e. 25% first year in business, 40% in business less than five years, 35% in business more than five years.  This will allow the instructor to be prepared for their audience and give a better educational opportunity for the association.

Planning for the auction contest is often coordinated by the past auction champion.  This certainly relieves some pressure from the person planning the convention, however a list of expectations and timelines is important information to place in their hands.  Once again make sure there is enough room for the contest.  Put contest rules and judging criteria in the hands of the judges prior to the contest so they are prepared.  Know the number of contestants that will be in the final round of the contest and have a second auction committee person double check the number prior to announcing winners.  Additionally be prepared for the time between the announcement of the finalist and the end of the preliminary round.  If it is going to take a half-hour explain that to your crowd.  As with any event people will patiently wait if they are informed as to the planning of the event.

If you are going to have vendors participate in your convention, provide them an ample amount of space where they are visible to your convention attendees.  Remember both attendees and vendors want to find each other.  Don't hide them in a far off room or worse yet - split your vendors up from each other where attendees are hunting to find a practical business solution.   Vendors are a great addition to any convention and improve convention attendance.

Most importantly, remember that auction association members are your customers.  If they don't enjoy your convention and have a rewarding time both socially and educationally -- they will return.  Auctioneers are masters at putting on a great show - make sure your convention belongs in the running for best of show.