Susan Friedmann

When you're planning a business meeting or event, you'll most likely need audiovisual equipment — such as microphones, projectors, screens, and lighting. ©Wellphoto / Adobe StockSome facilities, such as conference centers, offer the luxury of built-in audiovisual (AV) capabilities that often contain highly sophisticated equipment.

If you're a meeting and event planner, you need to know both the advantages and disadvantages of using online communication technology so you can make good decisions about when to use it and which format to choose. ©.Shock / Adobe StockMeeting online is no longer reserved for high-level executive pow-wows. Since 2020, nearly everyone from grade school kids to grandparents has experienced online conferencing.

Planning business meetings and events requires multitasking skills and ingenuity. To succeed, you need to know the basics of meeting or event planning and how to plan effectively. Then, you must hone your skills so that you can negotiate for the best venues, vendors, and speakers for your attendees.And, if you can do all this and keep costs down — and you can!

One of the most important skills any meeting and event planner must have is the ability to negotiate. Few things are set in stone, so unless you're planning an event around the Ten Commandments, you can negotiate price, perks, contract language. The basic rules of negotiating include the following: Start with a plan.

Make your boss happy by knowing your budget before you start planning your business meeting or event, and then stick to it. Follow these tips to help you control costs: Avoid surprises when renting a facility or working with vendors by getting all agreements in writing. Build a 10 percent contingency into your budget to accommodate unexpected expenses.

Your success as a business meeting or event planner depends upon your ability to hire the right people to help you shine. No one can pull off even a small gathering without a host of helpers. How to find good aides is the question that the tips in this list help answer: Keep an eye out for good vendors when you attend parties and business events.

Choosing the right site for a business event is critical — it's the framework for your whole effort. When seeking a venue for a meeting or event, you have several options. Depending on the number of people attending and the type of event, you can go the traditional conference center route or try a road — or a cruise ship — less traveled.

Organization and preparation are key when planning a business meeting or event. You have to cover all the basics from reviewing the content of the meeting to accommodating the attendees. Use the tips in the following list for successful meeting and event planning: Make sure meeting objectives are clear and concise.

The most memorable aspect of the meeting or event you plan (aside from the food) is likely to be the program. Hiring the right speaker(s) to address participants is crucial. Following are the basics to keep in mind: Know the program objectives. Understand audience needs. Ask for references. View a demo video.