Meeting Planners-7 Simple Tips to a Better Attendee Experience

The following article is provided courtesy of PlanSoft Corporation (

1. Create a welcome letter that is presented upon check-in at the host hotel. This gesture will touch your attendees even before they pick up their welcome kits at the meeting registration table. This will create a positive first impression and show that you have taken care to make sure each attendee is informed and welcome.

2. Deliver to each room upon arrival a pocket-size information card that provides safety information while at the meeting or event. The card can contain information such as closest hospital, local 24-hour dental care, and important emergency telephone numbers. This added touch will provide a level of comfort for each attendee.

3. Along with each name badge, include a pocket-size guide to the meeting. The guide can include the agenda, map of the local area or where off site events will be taking place. You might also want to include a map of the convention hall. This will be a quick reference for each attendee that should fit inside the name badge holder.

4. Signage! You can never have too many signs! When you are conducting your site inspection keep in mind how your attendees will navigate the facility. Place signs in locations that are easy to see and will direct them to hard to find places, such as breakout rooms.

5. When developing a meeting, always consider off-site events. Taking people out of their normal surroundings is a must when trying to keep attendees refreshed and energized. Off-site events can provide limitless options and will break up the agenda and not necessarily break the budget.

6. Keep attendees informed with a "daily newspaper". This publication can contain updates and new information as the meeting unfolds. For example; "The green team came in first at the Water Olympics on Monday." Or, "In yesterday’s general session, a 5% raise was announced." Whatever information you provide will keep your message fresh and "top of mind" for each attendee.

7. Provide each attendee a custom luggage tag with the meeting logo. This will make it easier for the hotel staff to pull and identify luggage for your group upon departure.

Source: Meeting Dimensions, Princeton, N.J.