Event Architects To Know in 2024 - Marisa Belsky, Senior Events Specialist
Marisa Belsky, Senior Events Specialist, discusses how she builds and plans meetings and events in the evolving hospitality landscape of 2024.
Luke Whalin
Nov 19, 2024
Welcome to the HopSkip Planner Spotlight Series, where we highlight event professionals making waves across the events industry to share lessons learned and raise awareness of their invaluable contributions.
Name: Marisa Belsky
Job Title: Senior Events Specialist
Can you briefly tell us about your background in event planning and how you got started in the industry?
I got started in the industry after graduating from Indiana University with a degree in Tourism, Hospitality, and Event Management. That path led me to kick off my career as an Event Associate at a DMC in Chicago! Since then, I've dipped my toes into various corners of the event world. From planning events for a local catering company to working with an event planning agency, and as a Meetings Manager at Bucom International, a third-party meetings and incentives company. Each experience has given me a unique perspective and made me pretty versatile in the industry.
How do you go about selecting the perfect hotel or venue? What factors weigh most heavily in your decision?
First and foremost, listening to the client’s needs! Once we can work together to identify what their program goals are, I look for venues that can tailor the event space & accommodations to meet the specific program requirements. I prefer venues that offer flexibility in terms of room setup, catering options, and event customization, allowing for a personalized experience that aligns with the client’s vision and goals.
What does the initial planning phase of securing a venue look like for you? Could you walk us through your initial steps?
What common financial challenges often arise when organizing an event, what strategies do you use to mitigate them, and how do you avoid them?
Not to sound like a broken record, but I start my initial planning phase for securing a venue with an understanding of the client's vision and event needs. I try to gather as much information as I can get from the client. I ask questions about things like event size, location preferences, budget constraints, and AV needs to get the ball rolling to secure the perfect venue for the event.
Right now, the most common financial challenge I have experienced is the crazy fluctuations in supplier costs. To ease these challenges, I find that maintaining meticulous budget tracking, regularly updating forecasts, and reallocating resources as needed are really necessary to stay on top of unexpected costs and price increases. Creating and maintaining positive relationships with suppliers and vendors has also been immensely helpful in keeping the budget on track!
How do you leverage technology to boost efficiency during the planning, execution, and post-event stages? What does your “event tech stack” look like? (For example, using Survey Monkey for surveying attendees post-event)
Taking advantage of today’s technology has been key to enhancing the efficiency of the entire event process! Using event software for attendee registration and QR codes on-site for check-in has made a huge difference in staying organized and efficient in the process. I find that even something simple, like using Teams for real-time communication with team members and clients, has played a big role in my planning efficiency.
Do you use frameworks, templates, or other tools/documents to help you stay organized and manage the event planning process?
Staying organized and efficient is essential, and I rely on detailed event timelines, checklists, and project management templates for progress tracking. These processes keep my process consistent and can be helpful in making sure no details are overlooked.
Do you have any specific strategies or insights for enhancing the attendee experience at your events?
Offering interactive elements, such as networking sessions with guided prompts, team building activities, and some sort of gamification to meeting sessions, all help to foster engagement and create memorable event moments for the attendees!
Effective communication is crucial in any planning process. How do you ensure you and your event stakeholders are always on the same page?
I find it helpful for regular weekly or biweekly meetings to be scheduled on everyone's calendar in the months leading up to the event to provide detailed updates. Also, utilizing centralized communication platforms is great for information sharing and encourages team collaboration, helping to work towards and surpass event goals.
How do you facilitate networking opportunities among attendees? Are there any specific tactics or strategies that you recommend?
What's your go-to plan for handling emergencies or unexpected situations during an event?
Can you share an example of a significant challenge you faced while planning an event conference and how you overcame it?
Facilitating networking opportunities is all about setting the stage for connections to happen naturally. I make sure to design events with designated networking sessions, fun icebreaker activities, and tools to help attendees connect. Whether it's setting up comfortable lounges or discussion areas, the goal is to create spaces where people can mingle and build meaningful and natural professional relationships.
Being prepared is absolutely essential to handling unexpected curveballs during events. At a recent event of mine, a guest speaker canceled last minute. In this situation, we had a contingency plan ready for us to execute. This was SO helpful in keeping the stress levels down, knowing that we had a backup plan ready for us. Keeping open and clear communication with our onsite staff and having procedures already established helps ensure fast and effective problem-solving on-site when a curveball is inevitably thrown our way!
One significant challenge I encountered in my event career involved the sudden unavailability of a booked venue. It was definitely a stressful situation, but I remained composed and took immediate action. I quickly communicated with the client, identified alternative venues, and efficiently reorganized logistics within a tight timeframe. Transparent communication, proactive problem-solving, and adaptable decision-making were pivotal in minimizing disruption to the event while ensuring client satisfaction.
What are the typical steps you take in the post-event phase?
The post-event phase encompasses comprehensive evaluation and follow-up activities. I gather post-event feedback from attendees, stakeholders, and vendors to assess event success and areas for improvement. Analyzing key performance indicators such as attendee satisfaction, engagement metrics, and financial performance informs post-event reports and guides future event strategy and planning.
What key performance indicators (KPIs) do you use to evaluate the success of an event?
After the event, it's all about evaluation and follow-up. I gather feedback from attendees, stakeholders, and vendors to assess how things went. Analyzing key metrics like attendee satisfaction, engagement, and finances helps shape our post-event reports and future planning to make each event better than the last.
What advice would you offer someone just starting their career in the meetings and events industry?
For those entering the exciting and dynamic industry of meeting and event planning, my #1 tip is to prioritize relationship building. Make connections and ask for guidance from seasoned professionals you come across, even if you are skeptical! Take advantage of networking opportunities – both within the event industry and in adjacent industries- to expand your circle and make relationships with like-minded professionals that inspire you. I have found this to not only enhance my professional development but also contributes to successful event outcomes through collaboration and mutual respect.