Winter isn’t over yet. What steps can an event planner take prevent disaster from striking their event, even as 18 inches of snow falls outside?

Have a plan. Actually, have multiple plans.

Contingency plan – According to research from the Incentive Research Foundation, 54 percent of planners include contingency plans in all of their contracts with partners and vendors. Although these contingencies can make negotiations a little more tricky, risk-averse planners may find that they are worth spending a little more time discussing.

Backup plan – In some cases, presenters are flying in from far-flung destinations, meaning flight delays could leave you without a keynote speaker. To prevent this, consider having a contractual backup plan for your speakers and VIPs. During negotiations, ask presenters to recommend a stand-in in the event they can’t make it. It could be another member of their team or a colleague from their speaker network.

Security plan – Make sure your venue is as safe and secure as it can be. Check with the venue to ensure that it has a security and evacuation procedure in place. If it’s possible, do a run through of the safety plan with your own staff and the venue’s staff. You’ll be more familiar with the steps and better prepared if an emergency actually happens.

Make transportation as easy as possible.

In a press conference on Monday, Massachusetts Governor Charlie Baker recommended that residents travel only if necessary on Tuesday, the day that Winter Storm Stella is in full force. So how can attendees get to your event if the roads are hard to navigate?

If attendees are expected to transport themselves, provide them with recommended transportation options. Out-of-towners from southern California might not know that snowy roads make taxis a treacherous and time-consuming choice. Give them concise and clear subway directions, including information about which lines and stations are closed, to prevent lost (and late) attendees.

Communicate.

Being open to questions and providing updated information on closures and weather changes provides a few important benefits. First, it helps attendees stay informed and change their travel plans if needed. If they know what to expect and can plan to allot extra travel time, they are less likely to be late or become a no-show. Second, being helpful and informative will go a long way in making your guests feel welcome and cared for.

Check the weather!

This may seem like common sense, but it’s such an important point that it bears repeating. Of course, you will not be able to check the forecast 365 days in advance, but you should educate yourself on the typical weather patterns in your potential host city during each season. Even though you’ll likely see some low-season cost savings, you might want to avoid booking an executive retreat in the Northeast during winter, or planning an incentive getaway in Florida in the height of hurricane season.

event planning lessons

Having organized over 100 conferences across the country, the North American tourism promotion firm NAJ Group spends weeks planning every last detail of its events—except what to do if a surprise winter storm were to hit the East Coast. Read on to find out how NAJ Group dealt with Winter Storm Stella, and what the company learned from it.

We experienced a nightmare during our tourism technology summit eTourism LABS, held March 14–15 in Philadelphia. More than 30 percent of the event speakers had flights canceled due to Winter Storm Stella, which dumped up to 18 inches of snow in parts of Pennsylvania, closing schools, disrupting air travel and generally wreaking havoc.

On Monday, March 13, I logged onto inflight Wi-Fi en route from San Francisco to Philadelphia. Email alerts began popping up every 10 minutes from presenters whose flights had been canceled. By the time I landed five hours later, it appeared that 17 out of 43 speakers were not going to show. As eTourism LABS is largely focused on education, speakers are the lifeblood of the event. Meanwhile, attendees and speakers began contacting us to see if the summit was still going to be held.

We contacted our hotel procurement expert to see if it was contractually possible to cancel. She responded that our agreement indeed contained her favorite “f-word”—force majeure. Because airlines announced that 6,000 flights had been canceled the day before the storm, we could cancel at any time. But the hotel pick-up manifest showed that most of the attendees had arrived, so we decided to live stream the speakers in and hope for the best. It was now 14 hours until showtime.

Our team immediately moved to upgrade the hotel Wi-Fi to Ethernet level and began communicating with speakers about their abilities to present via Skype. They then worked with the hotel’s A/V team to practice toggling between Skype and live presentations. Delegates reported no serious Skype delays in the program—though quality of transmission varied depending on the strength of the speaker’s Wi-Fi connection.

To help meeting planners and other industry professionals, we wanted to share what we learned from our experience.

What to Do When Weather Grounds Your Presenters

1. Provide attendees with a plan of action. After breakfast, we gathered everyone together to announce the contingency plan. Seventeen presenters would participate via Skype, and uneven connectivity could be expected. NAJ Group would provide lunch, and DMOs and attraction attendees would receive a $400 credit towards next year’s event. When attendees are informed about what to expect, they tend to be understanding.

2. Determine the hotel’s threshold for flexibility. In our case, the hotel worked with us to adjust F&B and room-night minimums.

3. Turn to technology. Skype video call technology has advanced a great deal, both in features and call quality. It’s easy to record a Skye presentation for future distribution as well. Additional options include Google Hangouts, Facebook Live, Periscope, GoTo Meeting and even Apple’s FaceTime.

4. Upgrade your bandwidth. Upgrade to the fastest level of Wi-Fi possible at your hotel to ensure top connectivity on your end.

5. Test presentations in advance. Note that the Wi-Fi on the remote presenter’s side also needs to be strong. Presenters with the strongest W-Fi connections come across the clearest. Advise presenters to test Wi-Fi strength in various locations from which they will be broadcasting.

6. Be your own IT support. Don’t expect the hotel A/V staff to know anything about Skype or to help in connecting you to presenters. Instead, work with them to quickly toggle between remote and in-person presentations.

7. Streamline presentations for easy viewing. Two remote presenters were able to modify their PowerPoint presentations to make them more visible on Skype. By eliminating charts, graphs and tables and including slides containing fewer words, they achieved greater clarity and effectiveness. Their complete presentations were later made available later to anyone who completed the post-event survey.

Everyone from our team agreed that attendees bonded more with presenters, sponsors and each other, as the sense of shared hardship due to Mother Nature’s elements was outside anyone’s control.

Jake Steinman is founder and CEO of NAJ Group, organizer of eTourism Summit and other travel industry conferences.

attendee turnout

In a perfect world, strong attendee turnout would be a guarantee, but unfortunately that’s far from the reality. Selling potential attendees on the value of the event is the first hurdle.  Then, once guests are registered as attending, getting them to the event is the next obstacle. Poor weather, illness, appointments, work and traffic are just a few of the things that can stand between the attendee and your event. While this remains an unavoidable aspect of event planning, key strategies will better your chances of achieving a a great turnout. Apply these 10 tactics to boost attendee turnout at your next event:

1. Target your niche. Know your target attendees’ values and preferences so that you can make event choices which accommodate them specifically. For instance, if you are planning an event for an environmental association, make locally sourced food and beverage a priority.

2. Don’t ask for the big bucks. If decadence compels you to raise registration prices, event turnout could take a bit hit. Carefully consider your target audience. Is this an event they would be willing to invest in?

3. Choose a convenient location. Choose a location that is easy for your guests to get to. If the majority of your target audience is located in the Northeast, choose a location with lots of flights to and from that region. Also, make sure that travel between the venue and hotels is simple and convenient.

4. Time it just right. Do your research. Of course, holiday weekends are not ideal for holding corporate events. Also, consider your specific group. Is another industry event happening nearby? Do your attendees prefer day or night, weekday or weekend events?

5. Send simple and seamless RSVPs. The process should be simple for saying both yes and no. In addition, making RSVP seamless through an integrated calendar event helps ensure that attendees are keeping your event in mind.

6. Tag-team it with another organization. Partnering with another organization is a fantastic way to make an event more dynamic. Enlist companies to sponsor or, if suitable, co-host your event.

7. Score a great speaker. Event speakers are a major draw for events. They can provide both education and entertainment value. At times, a great speaker alone can incentivize attendance.

8. Showcase past successes. Showcasing a mix of images and testimonials on social media, email invites and the event page boosts your credibility and branding, as well as giving potential attendees an idea of what the next event will be like.

9. Share your agenda. An event schedule should be constructed long before invites go out. In making this itinerary, ensure that the day follows a reasonable flow, with considerations such as breaks and meals worked in. It’s also important to optimize how you showcase the agenda. Highlight the best parts and write appealing activity descriptions.

10. Define and reiterate value. Be clever about defining the main values the event will offer. Is it networking? A charitable cause? Make sure these align with the specific interests of your audience and then highlight them throughout your promotional materials.

11. Own that hashtag! Work that ad! Let’s not forget about the ultimate modern-day discovery tool—social media. Use the tools Zuckerberg gave you! Creating a unique and relevant hashtag to use on Twitter, Instagram and Facebook is the perfect way to keep tabs on attendee buzz and build excitement about the event. Invest in Facebook advertisements; they have become almost essential for campaign exposure.

12. Set some limitations. Exclusivity appeals to everyone. Advertise your event’s limited space, especially when registration is near closing.

13. Throw in an early-bird special. Give people a good reason to register and/or arrive early. Giveaways, deals and other incentives will encourage this behavior.

14. Showcase, remind and follow-up. The event should get a lot of exposure on your website and social media platforms. To help regain the focus of attendees, general reminders can be distributed through an email blast. Follow up directly through personal emails and phone calls.

Conferences and other corporate events can be stressful and daunting. However, if you approach them in an organized and systematic way, they are—dare we say—a breeze. Remembering these key elements is vital, and to help you with that we have devised a simple checklist for conference organizing. Keep this by your side throughout, checking them off as you go. A simple lapse in memory can be a professional conference organizer’s downfall.

The Venue

The venue alone will take a big chunk out of your budget. Your checklist will need a whole section allotted to venue hire, and it will need to include the following:

–Cost: Does it fit within my budget? Does the price differ depending on the time of year?
–Is it available on the date of the event?
–Ambience: Does it have the type of backdrop and decor that is fitting for the event?
–Does it have a lecture hall? This is necessary if you plan on hosting a presentation.
–What’s the maximum occupancy? Does it have accessibility accommodations?
–Does it have multiple rooms? You may need separate rooms for hosting different workshops, holding a briefing or accommodating VIP guests.
–Does the venue include chairs, tables and audiovisual equipment, or will I need to acquire these items elsewhere?
–Is there sufficient parking space? Will latecomers need to park across the street and make a long trek on foot?
–Does it have a kitchen and bar?

Activities

Your checklist should include a timeline. You should have a time estimate for each activity, including a buffer to anticipate unforeseen problems and delays, such as technical difficulties. In other words, if you think a presentation is going to take 60 minutes, make it 70 on the timeline. Consider the following activities:

–Introduction/icebreaker
–Workshops, trade-show expos
–Guest speaker lecture
–Breaks/lunch
–Product launch presentation
–Closing statement
–After-party

Each of these points can be broken down even further and have its own mini checklist. A timetable for a product launch presentation, for example, may look something like this:

–Opening statement: 5 minutes
–Introduce product: 10 minutes
–Share your own experience using the product: 10 minutes
–Slideshow with in-depth product specs and description: 20 minutes
–Q&A: 5 minutes

Guest Speaker

Will there be a guest speaker? Is this person an authority figure who is well-known and respected in the industry? The presenter can be a professional speaker for hire who is knowledgeable in your niche. It could even be one of your staff members who is confident speaking in front of an auditorium full of people. Once you have a speaker identified, you will need to address the following points on your checklist:

–Will this person need to be remunerated for his time?
–Where is this person traveling from? If coming from out of town, what will be the cost of travel and lodging expenses?
–How knowledgeable is this person in your niche?
–Are there videos of this speaker from past presentations?
–Will the speaker need special equipment, such as a comfort monitor?

On-site Advertising

Once you step inside the venue, it should be obvious what company is hosting the event. Don’t be modest about making your company name known. The name and logo should appear in various mediums. How will you market your enterprise? Consider these options:

–Traditional banners and posters
–Digital signage displays
–Flyers, brochures and catalogs
–Frequent mentioning from presenters and speakers
–Live social media posting via digital screen

Sponsors

What is your corporate sponsor getting in return for funding your event? It will typically be arranged in advance what the sponsors will receive. This often includes opportunities for exposure. Create a checklist to ensure all the sponsor’s requests are met.

–How will the sponsor’s logo be shown? Will it appear alongside your own in flyers, banners and digital signage?
–Will the logo also appear on promotional gear and other giveaways?
–Will the sponsor be allotted a booth?
–Will the sponsor be hosting its own presentation?

Food

At the very least, your event should serve light refreshments and finger foods. If your budget allows, you may be able to opt for gourmet catering or even a self-serve buffet. You need to be clear, though, on the type of food that will be available. Here is a food checklist:

–Does it accommodate special dietary needs?
–Will alcohol be served?
–Will there be dessert?
–How about appetizers?
–Have to-go boxes on hand so attendees can take leftovers home.
–Does the venue have a kitchen where the food can be kept warm until service?

Security

Safety is paramount; there are also tremendous legal implications if someone was to get hurt. Will your event include the presence of security personnel?

–Is security required?
–Does the venue provide security?
–Will there be security personnel by the main entrance?
–Will there be patrol around the perimeter of the venue?
–Are the hired personnel from a reputable organization with training on how to confront an unruly individual or crowd?

Transportation and Lodging

If your attendees come from farther out, are there nearby hotels? Will there be shuttle buses that can take them back and forth between the lodging and venue? This is especially relevant if the event spans multiple days.

–What hotels are near the venue?
–Can you secure a discount rate for attendees?
–For VIP attendees arriving from the airport, will you provide special accommodations, such as pickup by car or by a senior staff member?

Pre- and Post-Event Follow-Ups

The checklist should extend beyond the actual event. It also needs to take into consideration marketing and lead nurturing in the days before the event to increase ticket sales. The same effort needs to be repeated after the event to encourage consumer loyalty and retention. What are some ways you can engage with your audience outside the event?

–Social media contests with prizes (e.g., free tickets) as giveaways
–Discounts after the event as a thank you gift for attending the conference
–A countdown mini-event to create hype and anticipation for the event
–Surveys to gauge overall satisfaction

Sarah Hill has written extensively about event planning and conference management for Group 7 Events Ltd., a well-known event production agency in the United Kingdom. Sarah has contributed to many reputable meetings and events blogs, including Etouches, Boomset, meetingsnet, Bizzabo and many more. She is travel-crazy, a lover of wine and the queen of baking.

enlisting influencer

Hearing a brand boast about its own product or service is sometimes pretty unconvincing. But influencer marketing is a very effective tactic that uses an external voice.

Convince & Convert, a Digital media and consulting company, reports that businesses generate an average of $6.50 for every $1 invested in influencer marketing. Additionally, eMarketer found that nearly 85 percent of marketing and communications professional worldwide expected to launch at least one campaign involving an influencer in the next 12 months.

The right influencer must be chosen for your brand to fully benefit. Defining goals, available incentives and action items for your campaign is the first step. Ask questions such as, “What are the budget constraints?” and “Will the influencer be speaking at an event or writing a piece about your brand?”

Once these have been determined, priorities will be clear. The next step is to evaluate candidates using four major measures—audience reach, engagement influence, network size and relevancy. Regardless of the influencer type, all measures must be satisfied to some degree. Here are the three main influencer categories to help guide your decision.

1. Superstars

enlisting influencer

Superstars are celebrities and athletes. They are also regarded as mega-influencers because of their remarkable reach and newsworthy presence. Superstars are essentially brands themselves. However, they still have flaws when it comes to influencer marketing.

Superstars are typically expensive and often lack specific industry relevance. Despite their topical value, they are least successful at compelling your intended audience to take action. Superstars are great for circulating your brand’s name or news and are major event attendance motivators. Their biggest pull is usually monetary incentives.

2. Buzz-Makers

enlisting influencer

Buzz-Makers provide a decent balance of reach and relevance. This group of macro-influencers includes journalists, notable bloggers, experts, executives and thought leaders. Their potentials for significant reach and moderate relevancy often result in a considerable audience impact.

Buzz-Makers are suitable for enhancing brand exposure and spurring engagement. They can be attracted by a variety of incentives. Monetary and sponsorship opportunities appeal to them, but can be costly. Buzz-Makers may also be enticed by positive visibility, exclusive offers, inside-scoops and networking opportunities.

3. Inner-circle Insiders

enlisting an influencer

Inner-circle Insiders are the most relevant group. They are micro-influencers, comprised of consumers, partners and prominent employees. Inner-circle Insiders have the largest capacity for driving audience action because of their personal experiences with the brand.

Unfortunately, they ordinarily lack topical power, so their reach is limited. Exclusivity excites these influencers, whether it is new products, VIP or early access. Inner-circle insiders can also be motivated by the opportunity to add value to their image, network, product or role in their specific industry.

planner reading

No matter where you are this summer, you can get lost in a book and absorb some valuable wisdom. Here’s our summer list of stellar reading material for anyone in the meeting and event planning industry. We’ve even matched book selections with specific types of planners. So whether you’re flipping through pages on a beach or scrolling through them on an iPad, invest a little time in these reads –we promise it will be well worth the effort.

Into the Heart of Meetings
by Eric de Groot and Mike van der Vijver

Type of planner: Proactive manager

Into the Heart of Meetings identifies meetings as a form of communication and details how events are contingent upon their Event Design. The piece is full of experience-based observations and advice. Event managers can especially learn something from studying event design, as they are responsible for coordinating many moving parts at once.

No B.S. Guide to Direct Response Social Media Marketing
by Dan S. Kennedy and Kim Walsh-Phillips

Type of planner: Social media guru

Millionaire-maker Kennedy and marketing strategist Walsh-Phillips combine forces to do an expert analysis of social platforms and their applications in this book. Compelling case studies and examples show the uses of resources as active conversion tools. Considering the importance of social media for planners (in branding, event coverage, sponsorships, etc.), this dynamic approach needs to be part of your social media plan.

Everybody Writes
by Ann Handley

Type of planner: Tactful blogger

It’s nothing new–content is everywhere, and the only way to stand out is to generate something special. Writing is also prevalent in most aspects of modern work: social media, blog posts, website copy, email responses and countless other areas. So what defines top-notch content and how can it reach its full potential? Everybody Writes answers these questions.

Special Events
by Joe Goldblatt

Type of planner: Industry newcomer

Special Events looks at the event planning industry from a global perspective. Interviews with major players in the industry fill this informative text, which covers the fundamental, but at times complex, challenges of the events industry. In its latest edition, more current materials have been integrated. For example, new web resources provide pointers for saving money and time while enhancing event quality. Any newbie in the industry should pick up a copy.

Quiet
by Susan Cain

Type of planner: Introspective mastermind

Many people are introverts. You might even be one!  In Quiet, Cain celebrates the value of introverts while acknowledging the under-appreciation of this group. Event planners are often thought to be a gregarious bunch, their entire job is to plan social occasions. However, that’s definitely not always the case. Quiet can pull introverted planners out of their shells and help everyone else understand them better.

Speak Like Churchill, Stand Like Lincoln
by James C. Humes

Type of planner: Public-facing speaker

Who wouldn’t want to speak like Churchill and stand like Lincoln? Adopting an engaging yet powerful presence is something every public speaker strives to obtain. Plus, Humes knows a thing or two about addressing an audience, as he wrote speeches for five American presidents. Humes also details the tactics of various historical figures throughout the book. So this book is even more enticing if you’re a history buff.

Reflections of a Successful Wallflower
by Andrea Michaels

Type of planner: Strong pioneer

This fun—and at times even humorous—book is as entertaining as it is informative. The story details the experiences of Andrea Michaels, a special events planner who took on the role before it was even an established field. Michaels’ work helped structure much of the modern meeting and event planning industry. For instance, she was the first to initiate corporate branding and messaging into events. Anyone empowered by adventure and novelty, with a decent sense of humor, can get a lot from this book.

Thinking Fast and Slow
by Daniel Kahneman

Type of planner: The busy workaholic

Kahneman is a renowned psychologist and winner of the Nobel Prize in Economics. Naturally, he’s pretty skilled at delving deep into the human mind and providing groundbreaking insight about the way we think. Understanding the dichotomy between fast and slow thinking exposes what’s behind our day-to-day judgments and decisions. This international bestseller is particularly important for busy bees in the planning industry because it can help them cultivate some much needed introspection.

events industry council

The Convention Industry Council has changed its name to the Events Industry Council after a rigorous process of assessing the needs of its membership.

With a renewed focus on worldwide event planners and industry leaders, the council decided to increase its commitment to members as a “global champion for event professionals,” it was announced in a press release.

A new association logo accompanies the name change.

Susan Robertson, CAE, Events Industry Council chair, said, “The board of directors recognized a need to refresh and refine our brand to better serve our members and members’ constituents.”

Before reaching the decision to change its name, the council formed a brand task force and developed a process for determining whether an increased focus on the events industry was right for the association.

“We reached out to leaders and influencers on a global level to ensure everyone was aligned with the direction of the council,” Robertson said.

The Events Industry Council represents 33 member organizations comprising more than 103,500 individuals and 19,500 firms and properties involved in the meetings, conventions and exhibitions industry. Key organizations represented by the council include:

–American Hotel & Lodging Association (AH&LA)
–Corporate Event Marketing Association (CEMA)
–Destination Marketing Association International (DMAI)
–Event Service Professionals Association (ESPA)
–Exhibition Services & Contractors Association (ESCA)
–Healthcare Convention & Exhibitors Association (HCEA)
–International Association of Exhibitions & Events (IAEE)
–Meeting Professionals International (MPI)
–U.S. Travel Association (U.S. Travel)

The council will continue to provide educational leadership for its flagship program, the Certified Meeting Professional (CMP) credential, which has also received a new logo. The CMP program was introduced in 1985 to help meeting planners increase their knowledge and boost the industry’s status on the global stage.

Karen Kotowski, CAE, president and CEO of the Events Industry Council, said, “The new look of our CMP logo represents the fresh ideas and quality that each Certified Meeting Professional brings to his/her employer and clients. Our CMP designation is powered by the Events Industry Council, and we are proud to have that clearly displayed in the new look.”

In addition to the CMP program, the council will expand its reach under four umbrellas:

1. Sustainability
2. Industry Insights
3. Knowledge
4. Leadership

Within these groups, the council offers signature programs, including Green Meetings (Sustainability), APEX Standards (Industry Insights), Webinars (Knowledge), and Pacesetters (Leadership).

In addition, the Economic Significance Study—created under the council’s Industry Insights program—offers in-depth analysis of the economic impact of meetings. The study quantifies how millions of annual meetings, trade shows, conventions, congresses, incentive events and other meetings in the United States contribute to the U.S., state and local economies.

meeting venue gun laws

Hands up! How many are packin’ today? In today’s America, some of you undoubtedly are (and feel strongly it’s your right to do so). The rest of you are sharing a shudder. Without taking sides on this hotly debated subject, the reality is that you can’t plan your next meeting without addressing the question of guns.

In the state where you are meeting, can firearms be carried—openly or concealed? What about at specific venues, especially when alcohol is served or a famous person is a keynoter? As an event organizer, what is your liability? What are the insurance issues? The security issues? And what about attendees who aren’t armed—how do you reassure them they are safe?

In short, the questions come as fast and furious as lead slugs from an assault weapon.

The starting point is knowing specific gun laws, and for that there’s a handy state-by-state interactive map developed by Meeting Professionals International (MPI). In Ohio, for example, it shows that concealed handguns can be carried with a permit, but that handguns and long guns can be carried openly. All firearms are prohibited on college campuses, in rooms or arenas licensed to serve alcohol and at businesses that post appropriate signage banning weapons.

On the liability question, it comes down to identifying the organizer’s “duty of care” regarding firearms at the event, according to Tyra Hilliard, a certified meeting planner who is also a lawyer. “Know the law, ask the questions,” she says. “Even if the facility is legally required to allow firearms, can the group forbid them in their meeting space?”  Hire extra security if the need calls for it.”

Insurance costs may indeed go higher if firearms are allowed, so check with your carrier.

Finally, whether you require guns to be checked at the door to your event or not, don’t enter without your core values. Apply to the event and event venue(s) the same rules for gun possession found at your organization’s headquarters, recommends Andy Johnston, president of the Atlanta-based Idea Group. “It’s about matching your culture,” Johnston says.

mother planning lessons

No matter how you plan to celebrate this weekend, we should all be taking the time to not only appreciate our mothers, but mothers everywhere, who are strong enough to withstand perhaps the most important and challenging job of them all. Many of us carry some of our mothers’ lessons on a daily basis. Even though my mother is a doctor, not a meeting planner, she has endured quite a bit of stress and mayhem in her time, enabling her to impart some very valuable lessons that can be applied to meeting planning. Here are the shiniest pearls of wisdom that all planners can appreciate.

Happy Mother’s Day!

1. Sleep is necessary

No, it’s not a luxury. We can only run on fumes, i.e. getting less than seven hours of sleep, for so long.  Over time, sleep deprivation causes us to miss out on the chance to be our best and happiest selves. Between strict deadlines and travel, planners may have a lot on their plates, but investing time in sleep will always pay off.

2. Wine spritzers can be the best choice

Even though this was originally recommended as I entered college, it rings true in many instances. At events, it can be difficult to resist all of the wonderful food and beverages on display. Still, it’s essential for planners to be on their A-game before, during and after an event. While you don’t necessarily need to drink a wine spritzer, know your limits and remember that moderation is key. Indulge a little bit—after all of that planning, you deserve it! But keep in mind that you’re on the clock.  So it’s probably best to keep alcohol to a minimum and hydration to a maximum.

3. Be clear and direct about what you want

I deeply admire how my mother is never afraid of coming across as brash. Her demeanor is straightforward but always gracious and polite. Consequently, she gets precisely what she wants. Instead of beating around the bush when you want something, be clear. Remember, miscommunication can happen even when every detail is articulated. You have to ask for what you want to get it. When working with various vendors, explain yourself and follow up to make sure your needs are met. In the end, it will be a win-win situation for everyone.

4. You catch more flies with honey

My mother often utters this phrase and it has become one of my favorite mantras. Never underestimate how far kindness will take you. Bad energy spreads like wildfire—and who wants to be around that? On that note, gossip is never something you want to get involved in. it’s petty, mean-spirited and unpleasant. If something needs to be said, be courageous and discuss it with the right person or let it go.

5. Don’t be on time—be early

When I was younger, this one always irritated me, but it is truly a major part of making a good impression. The unexpected can happen at any time so it’s best to be prepared. Always give yourself a cushion, because being late is disrespectful to your coworkers, partners and clients. My mother believes punctuality is also a means of building up goodwill. Plus, punctuality reflects well your character. Making someone wait on you shows that you value your time more than the other person’s. This leaves a poor impression on clients and partners alike.

6. Know when someone’s reached their limit

You can only squeeze so much out of someone—yourself included. Be able to recognize the signs that show someone has hit their limit and give them space to take a breather. After a certain point you’re beating a dead horse, so being more demanding won’t get better results. Instead of tiring out your team or yourself, be patient and allocate some time before jumping back on the task at hand.

7. Set budget priorities and be frugal with the rest

Being smart with money is a hard skill to master. My mother always taught me that the first step is to know where your priorities lie. Of course, this lesson is a valuable one to learn for your daily life, but it’s also useful for meeting planning.

A planner’s money cannot just be thrown around at a whim. Budgeting for a meeting or event requires an understanding of your attendees and what matters most to them. For instance, at a tech event it might be worth spending more on relevant giveaways and high-tech services rather than on catering. This doesn’t mean the food will be disappointing; you just might not splurge on F&B the way you would at, say, a conference for restaurateurs and chefs.

8. Hard work beats everything

No matter how smart or charismatic you are, nothing will ever get you as far as hard work. In fact, brilliance is often wasted on idleness. If a task ever seems daunting, or you feel overwhelmed, that just means it’s time to roll up your sleeves and “keep your nose to the grindstone,” as my mom often says. If you’re willing to devote time and energy, it’s only a matter of time before you attain success.

Most of us don’t feel as though we are at our most glamorous when stepping out of a plane or car after a long trip. However, when your profession involves business travel, long hours and schedules packed with events, sometimes there are only a few minutes to freshen up before heading to a meeting. But leaving a favorable impression is crucial, so it’s well worth it to find an travel routine that works for you. This list of portable items can help you ensure that the basics are handled. It’s especially relevant to planners, who work in a fast-paced profession that typically involves a lot of travel and in-person interaction.

1. OTC medicine

Aches of all kinds, from your stomach to your back or head, can make any event unbearable.  Make sure you’re covered with a few Ibuprofen to stave off the most common pains. Keeping a few Pepto-Bismol and Tums in your bag probably couldn’t hurt, either.

Product recommendation: Advil, Tylenol, Pepto-Bismol, Tums and Zantac.

2. Comfortable shoes

Carrying a spare pair of shoes can seem like a pain, but it doesn’t compare to the actual pain of a day wearing ill-fitting shoes. In addition to the trauma your feet will endure, you could be wincing and limping throughout the event. To prevent this, carry a pair of flats in your purse to change into. Flats are ideal for this because they are lightweight and versatile.

Product recommendation: FlipSlips and The Spare Pair Shoe Bag by Rebecca Minkoff (for holding your shoes)

3. Personal alarm

Personal alarms are small devices that can make loud horn sounds with the press of a button. These keep you safe and are much better for travel—and security screenings—than mace or pepper spray. For ease of use, alarms come in keychain versions, too.

Product recommendation: SABRE (various types)

4. Dry shampoo

Avoid the unappealing appearance and feeling of greasy hair with a travel-sized dry shampoo bottle. Bonus points if it has a nice scent! Spray at the roots and brush it out to give the illusion of a recent shower.

Product recommendation: Travel Size Dry Shampoo by Batiste

5. Nail polish remover pads

Chipped nail polish is a problem almost every woman has faced. It can make your nails look unkempt and may be especially noticeable during a handshake. It’s better to opt for a natural nail when this happens. A few portable nail polish remover pads will do the trick.

6. Perfume sample

Dabbing a little scent on your neck and wrists after a flight can go a long way in getting rid of your “sat-in-a-cramped-aircraft-for-six-hours” aura. Samples are the perfect solution, as their miniscule sizes will get you safely past TSA liquid requirements.

7. Deodorant

Even if you don’t believe you smell, those around you might not feel the same way. It’s better to be safe than sorry, so swipe on some deodorant in the bathroom if you’ve been traveling or moving all day.

8. Oil blotting pads

Even those with dry skin might want to keep these on hand. After a long day of being trapped in a tiny compartment of recycled air, you’ll want to dab away the oil with a few of these sheets.

Product recommendation: Green Tea Blotting Linens by boscia

9. Breath mints

Mints, peppermint spray, Listerine Strips or a mini-mouthwash will make you much more appealing person to converse with. So pop, spray or swish it around!

10. Hand lotion

Aside from getting rid of the discomfort of having dry skin, you’ll likely benefit from moisturizing your hands for all of the meetings and handshakes on the schedule.

Product recommendation: Ultimate Strength Hand Salve by Kiehls

11. Spare glasses or contacts (if needed)

Keep these with you even if you’re only gone for 24 hours. Eyes can become dry or irritated at the drop of a hat, especially when you’re flying and suffering from dry cabin air. It’s essential to have a back-up so you’re not squinting at a client or walking into walls.

12. Lint roller

Tons of small but visible particles can get stuck to your clothes. Coming in stain and lint-free shows professionalism. Even if you don’t see anything on your clothes at first glance, do a quick roll-through—you might be surprised.

13. Facial mist

This product has three wonderful functions—cooling down, moisturizing and restoring skin. Whether you’re made up for an event or going bare-faced for the day, you can use this spray to instantly boost your skin’s appearance for a healthier and brighter complexion.

Product recommendation: Beauty Elixir by Caudalie