The Most Important Moment of Your Event

Ahh, that pre-event feeling. It's like right before a curtain call for a big performance: "Places, places!"

Everything is in its proper location, (according to the floor plan, of course) the sterno are lit, and the Master Timeline is confirmed with all vendors. What happens next, when the room fills with people, that's when the magic happens and the real test begins.

As we come back to in person events and begin to gather in community more frequently, there's one key thing that I want all event organizers to remember: the moment your attendee walks into the event is the most pivotal moment for you. It's the make-or-break moment where your attendee decides whether they are truly in the right place.

When I open the doors to my events or my client's events, the most important thing to me is that each attendee knows that they are meant to be there; that they belong. Things like signage and logos are an immediate way for a guest to confirm they are going in the right direction, but the most important thing is a personal touch. I make sure that my registration staff and volunteers know that each guest is to be genuinely greeted when they enter the registration area, and the main event room.

This is true for any event, but most importantly those who are designed to build community and create connections. Eye contact and an authentic, happy greeting may seem like something small, but it's when the registration and event floor are the most hectic that these gestures mean the most. A guest is more likely to wait in a long line with a smile on their face when there is intentional acknowledgement of their presence and a genuine person waiting for them at the desk.

Of course, Registration is an area that's designed to move guests through quickly, so it's imperative that volunteers, staff members or board members are placed at the entrances to the main room (for example, the networking breakfast area) to welcome guests and introduce themselves. Bonus: The greeters should be great listeners, so that they can make key introductions for the guests throughout the event.

Let's get real for a second: during the last few years of the pandemic, we have become accustomed to being in the comfort of our own spaces. Venturing out now, especially to an event or conference, can feel more uncomfortable or unfamiliar for folks than it had in the "before times." The more we can make our attendees feel comfortable, recognized and valued, the more positive the experience will be.

Tell me: What little touches help you feel at home at an event?