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: Sean R. Schuette, CMP
Company Name: Schuette on Duty Solutions
Job Title: Event Producer & Strategist
Can you briefly tell us about your background in event planning and how you got started in the industry?
I have been in the industry going on 25 years and I got started by planning internal events while an administrative assistant a corporation.
How do you go about selecting the perfect hotel or venue? What factors weigh most heavily in your decision?
It is directed by the client, but a venue that has ample sleeping rooms and space to fit the program's needs is the baseline. Having nightlife in and around so attendees and sponsors have the ability to take in more of what the area has to offer is also important.
What does the initial planning phase of securing a venue look like for you? Could you walk us through your initial steps?
It is directed by the client first and foremost. You consider their desire for location based on traveling in for those who will attend, as well as ample meeting space and sleeping rooms.
What common financial challenges often arise when organizing an event, what strategies do you use to mitigate them, and how do you avoid them?
Ensuring budgets are in line with event expectations and outcomes and revisiting budget progress and projections along the way to stay aligned.
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)
Using a platform that works best for the attendees (both internally and externally) - setting milestones to when messaging will occur both pre-event and post-event.
Do you use frameworks, templates, or other tools/documents to help you stay organized and manage the event planning process?
Establishing a process that is collaborative and leveraging cloud-based solutions for file sharing and meeting progress points.
Do you have any specific strategies or insights for enhancing the attendee experience at your events?
Setting an overall theme and having content fall in line with it is important just as much as having times for networking and breaks to refresh and regroup.
Effective communication is crucial in any planning process. How do you ensure you and your event stakeholders are always on the same page?
Setting meeting cadences early on and consistent agendas to walk through week to week. Don't meet just to meet, and giving time back when all items are covered helps retain engagement.
How do you facilitate networking opportunities among attendees? Are there any specific tactics or strategies that you recommend?
Create environments with spaces and activations people can engage with for varying lengths of time. Also, have quiet spaces for those who want to have conversations and not have to compete with what is around them.
What's your go-to plan for handling emergencies or unexpected situations during an event?
Have a clear plan of action as well as a clear copy of what is said and communicated. One person should be the voice of the organization whenever possible.
Can you share an example of a significant challenge you faced while planning an event conference and how you overcame it?
Response times from key stakeholders both inside and outside the organization is a current hurdle many face. Setting realistic deadlines with reminders is key and letting those lagging behind know how important their partnership in getting the information in is.
What are the typical steps you take in the post-event phase?
Definitely have a debrief meeting where you address what went well as well as areas for improvement for next time. Reference that document when you start the planning process for the next year. Allow time for decompressing and celebrating the successes of the event.
What key performance indicators (KPIs) do you use to evaluate the success of an event?
ROE (Return on Engagement) as well as ROI (Return on Investment). Look at decisions made in the pre-planning process as well as onsite and how they helped the impact of the event.
What advice would you offer someone just starting their career in the meetings and events industry?
It is one of the top 10 most stressful jobs and requires a high attention to detail and an openness to learn along the way. You will apply the cumulative lessons learned along the way to future events, like a toolbox of experience to pull from.
This post is part of the HopSkip Planner Spotlight Series, where HopSkip spotlights planners across the industry to bring awareness of how important the meetings/events community is to our world.