Etiquette for Event Facilitation
By: Meredith Flory
Putting on an event of any size is a giant undertaking for a business, particularly small businesses. Whether event facilitation is part of your business or you are creating an event for customer connection, professional networks, or philanthropic pursuits, there are sure to be a ton of moving pieces as the day approaches. From a small, one afternoon affair to a multiday conference, the event will represent your business both by how well things run and by how calm and professional you and your employees can stay under all the pressure. Here are three ways to show you respect everyone’s time and talents as you put on an event.
Stick to a Schedule
It’s important to be mindful of scheduling before and after a big event. It’s fairly easy to avoid popular holidays when planning but check for other possible conflicts. Major holidays for religious minorities are usually not federal holidays in America, but you may want to avoid them to show respect for your employees and guests. Also, are there other large events that may cause traffic issues in your city? Avoid dates for regional festivals and instead see how your business can play a part in those larger events. You will never avoid all scheduling conflicts for your audience, but working to avoid preventable ones is courteous and can help your event find more success.
Craft the schedule for the event thoughtfully. There are always unforeseeable challenges you cannot predict, but good planning will show you care for your participants’ time and help you keep calm when there are hurdles to work around. When planning, consider the following questions:
- Do guests have enough time in between sessions to get to each comfortably?
- Do you have capable emcees and moderators to keep speakers on task and on time?
- Is there a reasonable mix of time for speakers, interaction, rest, and networking?
Treat Your Guest Speakers with Respect
Guest speakers at professional events are professionals themselves who deserve more compensation than exposure, whether the event is held locally or virtually or includes travel expenses. In particular, women and minority speakers often deal with not being compensated for their time and expertise. If you cannot afford a particular speaker’s fees, be professional and understanding if they say no, and if they choose to lower their fees or volunteer their time for a cause they feel passionate about, then show gratitude in other ways such as food and travel expenses, advertising, and reviews.
Make sure your communication with speakers is clear and concise. Be upfront about payment, expenses, scheduling, expectations, and any other details they need to make decisions and preparations for your event. If you are asking presenters to attend any tech rehearsals or meetings, make that clear during negotiations and have your team prepared to run each in a timely manner.
While unavoidable issues happen, your team needs to do their best to respect the time and talents of presenters and attendees. Make sure names and biographies are read correctly and assign a point person whom speakers can contact in case of any issues with timing and technology.
Work After the Event
Your event is not over at the end of the day. There are thank-you notes to send, invoices to pay, and feedback to collect and analyze. While you want to give your employees and volunteers time to relax and decompress afterward, in the days following the event, make sure to do any necessary follow-up while the event is fresh in people’s minds. Expressing thanks and listening to feedback in a timely manner will show that the success of the event was important to you and will provide important information when planning future events. Processing payments quickly will help you develop continuing relationships with vendors, locations, and speakers.
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