Corporate Events & Meetings, Incentive Travel - Northwest Arkansas / Events  / 4 EFFECTIVE WAYS TO OPTIMIZE YOUR EVENT


Four easy ways to enhance your next event for your guests!

We all attend events.  From weddings and  business meetings to  family baby showers and retirement cocktail gatherings .  Events are a part of our lives.  Having been an event planner for over a decade, I am constantly analyzing events and considering what determines  the success or failure of a gathering.

Optimize Your Next Event

There are a few simple details that  will have every guest raving about your event.  I have listed 4 ways to optimize YOUR event:


Lighting is vital to the comfort of your guests.  Too much lighting in the wrong environment can make your event  feel steril.  Too little lighting can have your guests tripping over each other.  A warm glow is imperative to encourage guests to interact.  A business meeting needs ample lighting for guest speakers and note taking but when the business concludes, lower the lights to indicate a change in atmosphere.  For a social event, impact lighting is a budget’s best friend.  Lighting is an inexpensive way to create drama on a large scale.  


  1. SOUND

There is nothing worse than straining to hear a guest speaker or a  reception toast!  It is just as miserable having to cover your ears because the music’s too loud or a microphone squeals.  Sound is underrated but  can be a deal killer for any event.  If you have DEAD SPACE between a meeting break-out,  your guests can lose interest.  Music is the element that threads events together.  Whether your guests enjoy upbeat acoustic tunes during their lunch break or a popular pop song plays during meeting transitions, music is a universal language.  Always prep your sound company with your event timeline and indicate any possible DEAD SPACE  during an event or meeting so they can be prepared with the appropriate music to play.  This will provide continuity during the event and prevent attendees from checking your watches.




In our homes, most husbands and wives fight over the thermostat!  It’s  the same in the workplace.  Be conscious that you will not be able to please everyone when it comes to temperature.   Maintaining a comfortable temperature is important. Meet with your venue and stress the importance of a constant temperature during your event.  Most cold natured people  bring a jacket or sweater with them knowing they easily get chilled but a room that is frigid makes all your guests uptight and ready to leave without networking or engaging.  The same can be said for a room that isn’t adequately cooled.  A warm room can agitate your guests, your speakers and your venue staff.  Take time to scan the room during your meetings and look for signs of attendees who seem uncomfortable.  If a majority are fanning themselves or  grabbing the closest table cloth to wrap up in, you need to adjust the temperature ASAP.




An easy way to succeed as a planner is to map out a meeting or an event in detail.  Create a timeline in advance and share with not only your client but every vendor involved in the meeting.  Overlap content and key moments to keep your attendees engaged.  Allow for transition time that will promote conversation and networking.  Design a cue between you, the planner, and guest speakers.  Don’t be afraid to use subtle cues if your speaker has extended past the allotted time or if a technical issue arises and content is displayed incorrectly.  Take action IMMEDIATELY if a microphone fails.  Timelines allow all parties involved to be a part of the success of a meeting or event.


These 4 simple tips will help YOU succeed at your next event.  Good luck and happy planning!


-Amy Bates

1 Comment
  • folorentorium
    February 4, 2019 at 8:31 pm

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