This post is part of the HopSkip Planner Spotlight Series where HopSkip spotlights planners across the industry to bring awareness of how they adapted to COVID-19, communicating and lessons learned and sharing how they are viewing the meetings and events industry in a post-pandemic world.
Name: Kelley Wilson
Company Name: SEALKIDS, Inc.
Job Title: Director of Events
Years of Experience: 14
How did you get your start in the events industry? What made you pursue this role?
I always enjoyed planning things and have a mind that loves organization. The two play off of each other well and resulted in event planning.
How do you compare planning your first in-person event post-pandemic, to planning meetings/events pre- Covid? What was different and unique? What was similar?
Pre-COVID events were like second nature to plan. The overall planning process was like a well-oiled machine that always resulted in an amazing experience for guests. Post-COVID events have added challenges including knowing the regulations in the location where the event will take place. Since I work for a national non-profit, ensuring that these regulations are followed can be tricky and cause some stress points. Thankfully, most cities are open to talking to planners and are willing to help make sure rules are being followed and enforced.
What was your number one challenge in hosting your first in-person event(s) and how did you overcome it?
My number one challenge for in-person events post-COVID was getting attendees to the event. People are still worried about COVID and we are still seeing a lot of last-minute cancellations due to sickness or other issues. In order to successfully fundraise we need people at the event, so this has definitely played a part in fundraising for our organization.
What is the top learning that you uncovered from the last two years that you’re implementing in your planning process today? (any other tips or tricks you want to share?)
While some people may not want to attend an in-person event, they are usually still open to donating to the organization. Make sure the development team is still reaching out and maintaining relationships with past donors.
With hotels short-staffed, and RFP lead time shortening, what is your advice to other planners to overcome these obstacles when requesting hotels for proposals?
I am a huge proponent of reusing hotels that have worked well in the past. No need to reinvent the wheel or mess with a good thing! If you are a repeat customer, the hotels are usually willing to work with you on price and such too! As far as new venues, get that RFP to them as soon as possible; the earlier the better! Even if you know your block may change, at least start the conversation. Having a conversation does not mean you're signing a contract so don't be afraid to reach out before you have all of the information you need on the back end.
Are you approaching contracting with hotels differently, post-pandemic?
Yes, I always check the attrition rate and know what the cancellation policy is before signing a contract! This has been my standard practice since before COVID.
What is the biggest area of improvement that you think hotels can make when either responding to your RFPs or during the contract phase of your event?
Be prompt with your response. Oftentimes planners are reaching out to more than one hotel for pricing and such. I am always more likely to pick a hotel that has responded quickly to all of my questions than one that may be cheaper but lagged on being communicative.
Due to the pandemic, our events community had to evolve, adapt, and grow. Many planners started to embrace new technologies as a result of the pandemic. What new tech are you using today in your planning process as a result?
Asana is the number one event planning tool that I would recommend. Having all of your events broken down into a line-item task list is beyond helpful and definitely helps to meet deadlines.
Since education and relationships are two major pillars in the meetings and events industry, any suggestions on how other planners can learn and network with their peers across the industry?
Reach out on LinkedIn and never hesitate to ask questions! Ask if you can volunteer to help the planner at one of their events. Hands-on experience is second to none.
This post is part of the HopSkip Planner Spotlight Series where HopSkip spotlights planners across the industry to bring awareness of how they adapted to COVID-19, communicating and lessons learned and sharing how they are viewing the meetings and events industry in a post-pandemic world.