The role of Independent meeting planner or meeting strategist? [Independent meeting planner]
In today’s covid times, it is the need of the hour to start planning with the end goals in mind by putting up relevant questions about the events and its objectives. And this has eventually brought some level of change in regard to the role of an independent meeting planner. Not too many years ago, a meeting professional was considered as just the person who confirmed the meeting ran successfully—the room was as per the given specifications, the speakers and attendees came, the coffee was nicely set and the food was at its perfection. But meeting professionals have always had to be strategists—budget crunching, mind reading and miracle-working divas and divos. For both planners and suppliers, becoming a strategist needs a change in thinking from the tactical, dayto-day operations to becoming more forward thinking, expecting needs and sharing best practices learned from across the industry. This shift has definitely affected their role. My team and I are constantly focused on how we can improve, leverage industry insights and “think big” to earn the title of strategic partner. Lambert Growing beyond logistics is necessary. This does not mean that logistics aren’t valuable. The beststrategized meeting falls without proper logistics. However, the management of logistics has to be linked with the overall objectives of the meeting. Otherwise, plans are made in a vacuum and could seem completely detached to what the organization says they want to accomplish with the meeting. Thus, the practices that an independent meeting planner needs to develop include an ability to not only see, but to discuss the envisioned outcomes of an event, and how the elements of the event will support those outcomes. More than ever independent planners need to be stretchy. We are often being said to perform things outside of our general scope of work. Clients want a one-stop shop when it comes to troubleshooting and problem solving, and the only response they want to hear is “yes.” Though part of the conventional scope, resilience, perseverance and negotiating skills are more relevant now than ever. A successful planner is one that wants to understand the needs and purpose/intent of the event so they can communicate with both the business they are working with/for along with the property/venue they are partnering with to ensure the best outcome for the delegates and all the stakeholders. Everyone is looking for a win-win, and often the planner is the one that is bridging that gap of communication and understanding between the two units. Meeting planners can engage audiences by designing environments for them to share experiences and learn from each other. Many planners and suppliers are working distantly in offices around the world or self-sufficiently in their organizations and they want to connect and exchange new concepts, concerns and knowledge with like-minded peers so they can learn and problem solve together. Treat your audiences the way you want to be treated. When you think back to conference sessions you’ve participated or helped develop, what did you like most? What did you least like? Follow your experiences that engaged you and you’ll find something to engage others.