A planner’s playbook for unpredictable times
The current climate, marked by evolving policies and a dynamic communication landscape, presents a unique set of challenges for meeting and event planners. Much like brands navigating executive orders, meeting professionals must learn to maneuver through uncertainty, understand when and how to adapt, and remain anchored to our core principles while fostering productive environments.
As President Trump’s administration continues to shape policies impacting various facets of business, from diversity initiatives to operational guidelines, the onus is on event professionals, to remain agile and informed. Here are five essential strategies to keep your focus sharp and your events successful amidst this unpredictability:
Deep Dive and Define Your Boundaries: Just as internal research is crucial for broader organizational responses, meeting and event planners must conduct their own due diligence. Stay informed about potential policy shifts that could directly or indirectly affect your events – from travel restrictions and safety regulations to guidelines around accessibility and vendor contracts. Understand what changes your events can absorb and, crucially, where your non-negotiables lie. What are the “red lines” that align with your values and the expectations of your attendees? By staying informed and grounded in your core principles, you can navigate policy changes effectively while maintaining the integrity of your events.
Educate Your Audience: Offer clarity over chaos: In an era of information overload, clear and actionable communication is paramount. Like public affairs professionals cutting through the noise for lawmakers and constituents, event planners must educate their diverse stakeholders – attendees, speakers, sponsors, and vendors. Provide clear, concise information about any necessary adjustments or considerations arising from policy changes. Focus on the practical implications and offer resources to help them navigate any new requirements. By prioritizing clarity over political rhetoric, you can ensure everyone remains informed and focused on the event’s objectives.
FURTHER READING: WALKING THE TARIFF TIGHTROPE
Plan Ahead and Practice Your Response: A single unforeseen event can ignite a crisis. With the current administration’s potential for swift policy changes and impactful communication, proactive planning is non-negotiable. Develop scenario-based crisis communication plans that address potential disruptions, whether they be logistical challenges, attendee concerns, or reputational risks. Stress-test these plans with your team and key stakeholders. Practice making decisions in real-time to ensure you’re equipped to respond effectively and protect the reputation of your event and organization. Understanding the different levels of risk – legal, reputational, or operational – will allow you to tailor your response appropriately.
Focus on Impact, Not Just Politics: To ensure your event messages resonate and remain effective, it’s vital to stay focused on the core objectives rather than getting entangled in the surrounding political discourse. Just as government communicators aim to motivate behavior change by rising above the daily chaos, event planners should center their communication on the intended impact of the meeting or event. What are you trying to achieve? What is the clear goal? By depoliticizing your messaging and focusing on the tangible outcomes and expectations, you can ensure your events remain relevant and impactful for your attendees.
Be Strategic, Not Reactive: The pressure to respond instantly to every breaking news item can be intense. However, not every situation demands an immediate reaction. As event planners, we must learn to discern between fleeting noise and genuine threats to our events. Take the time to thoughtfully assess situations before responding. Understand the difference between a knee-jerk reaction and a well-considered response that aligns with your long-term goals and values. Prioritize strategic, informed communication to maintain trust and protect the credibility of your events.
Communicate More, Not Less: In times of uncertainty, the instinct to remain silent can be strong. However, organizations – and event planners – should lean into communication, not away from it. When faced with diverse viewpoints among attendees and stakeholders, transparency and frequent communication are key. A lack of communication breeds misinformation and rumors. By proactively communicating, even when the path forward isn’t perfectly clear, you can build trust, address concerns, and keep everyone aligned with the event’s purpose.
In these unpredictable times, the ability to remain informed, adaptable, and communicative will be the hallmark of successful meeting and event planners. By embracing these strategies, we can navigate the shifting sands and continue to create impactful and meaningful experiences for our audiences.
Any thoughts, opinions, or news? Please share them with me at vince@meetingsevents.com.
