Previously, in response to a reader inquiry, we discussed several ways associations can make their meetings and conventions something special. Following are some additional suggestions for taking your event from a “maybe I’ll go this year” to a “there’s no way I would miss it.”

Allow for multiple entry and exit points based on attendee type. An astute event planner realizes that everyone these days is time famished. Confronted with the schedule for an event that’s been planned to run five days, most attendees are going to try to find the two or three days of the schedule that most closely meet their needs.

Vary the formats of the sessions themselves. While each of the sessions and functions at your event need to be thought of from the standpoint of having a beginning, middle and end, you should take care not to make each of the sessions and functions too similar.

Consider human factors when determining your final schedule. At the annual conference our company organizes for the sports-event industry, the TEAMS Conference & Expo, it’s not unusual for the schedule to run 16 to 17 hours per day. If your convention has long hours, be mindful of the need for attendees to have some down time—time to recharge and check e-mails. Otherwise, you’re likely to notice a decided drop in attendance at your early-morning sessions by the third day of your convention.

Association executives and meeting planners face any number of challenges when it comes to scheduling annual meetings and conventions. To breathe new life into your meetings and conventions, become a proponent for change by incorporating some of the ideas we’ve presented this month and last or adopting components for your event that you’ve seen work well for associations outside of the industry or profession you serve.

Additionally, let us know what’s worked—and what hasn’t—at events you’ve attended, by commenting below (including your name, title and organization)!

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