By: Devon Possanza, CMP, and Christi Connors

It doesn’t happen often, but when two client events occur at the same time, it’s a true test of our meeting planner skills. But with a collaborative team, plenty of resources, and constant communication, we’re able to support both events and deliver excellent results.

Here’s a deeper dive into how we approached two simultaneous conferences this spring without missing a beat:

Planning Ahead

Coordinating any event requires ample planning, but it’s even more important when handling multiple events at once.

For example, one of these events was for a new client, meaning there were additional tasks we had to complete, such as onboarding, marketing materials, registration setup, and social media efforts. Knowing these steps take extra time, we frontloaded the work well in advance, to make sure that both associations were set up for success.

We also gave our local vendors notice that we’d be hosting two events at the same time. That way, they could plan ahead and bundle their deliveries to keep things running smoothly.

Finally, we ensured that each team member was aware of the full scope of the events, including them on any meetings and providing them with detailed documentation, like checklists, agendas with specific notes for each session, and any unique elements of the event. And most importantly, we communicated to the client that the team member who led the planning process was not the same person who’d be joining them onsite.

In the end, having clear communication and comprehensive instructions allowed us to seamlessly run the additional event.

Internal Coordination

One of the key takeaways from hosting concurrent events was the value of strong coordination. Communication between team members was ongoing and intentional, and we were the most efficient when tasks were divided strategically based on each of our strengths and our availability. In particular, having staff members onsite who had attended the event in past years and were familiar with the venue and its staff was a game changer.

Additionally, we both handled prep calls, introduced the onsite lead to board members ahead of time, and shared contact information with speakers and vendors. These extra steps gave our clients confidence and clarity, so they knew who to turn to for any needs during the events.

Organization

Juggling multiple events requires exceptional organization. To assist with this, our team relies on Asana, a project management platform, to streamline our process. Asana lets us break projects into detailed task lists, assign responsibilities, and track timelines—all in real time! With everything in one place, we’re able to stay aligned so nothing slips through the cracks.

The Unexpected Upside

Tag-teaming these events challenged us and taught us new ways to work smarter. We each brought a different energy and style which benefited both groups. One event required a more outgoing presence to manage raffles and energize attendees, something Christi excels at, while the other needed careful behind-the-scenes preparation, which Devon handled perfectly. It was a testament to the value of teamwork, and it reminded us how important it is to lean on each other’s unique skills.

Let Us Plan Your Next Event (Or Events!)

If you’re ready to experience the strategic collaboration and thoughtful planning that Easter is known for, reach out to us today! Whether you have one big event on the horizon (or a few!), we have the skills and expertise to bring your vision to life and keep things running smoothly throughout the process.