Enhancing Attendee Satisfaction: Meeting Planners' Toolkit

Planning a successful meeting or event goes beyond securing a venue and booking speakers. Today's savvy attendees crave engaging experiences that leave them feeling valued and connected. As a meeting planner, your primary goal is to ensure their satisfaction, turning them into loyal participants eager to return for future events.

This toolkit provides actionable strategies and resources to cultivate exceptional attendee experiences in Providence or Warwick.

Do's Before the Meeting

Meeting planners can significantly boost attendee satisfaction by taking proactive steps before the event.

Get to Know Your Audience

Conduct pre-event surveys to understand their expectations, interests and accessibility needs. This helps tailor the program and environment to their preferences. For example, if a significant portion of your audience is interested in local history, consider integrating tours of Providence landmarks like the Rhode Island State House.

Craft Compelling Content

Curate a program that offers valuable insights, diverse perspectives and opportunities for interaction. Consider incorporating interactive sessions, workshops and panel discussions to keep participants engaged.

Use Technology

Utilize event technology to streamline the experience. Develop a user-friendly event app allowing attendees to access agendas, speaker bios, networking opportunities and personalized schedules. Feature local recommendations within the app, guiding attendees to popular attractions like WaterFire or the Providence Performing Arts Center.

Facilitate Networking

Plan networking events, icebreakers and designated social spaces to encourage interaction and relationship building. Host a welcome reception at a unique venue such as the Rooftop at the Providence G or the RISD Museum. Consider incorporating online networking tools for virtual or hybrid events.

Communication is Key

Communicate clearly and regularly about the event program, logistics, venue details and updates. This transparency builds trust and reduces attendee stress. Be sure to include information on transportation to and from Rhode Island T.F. Green International Airport and parking options at the Rhode Island Convention Center, including several newly added electric vehicle charging stations.

Post-Meeting Do's

Here's how you can extend attendee satisfaction beyond the meeting or event.

Gather Feedback

Send out post-event surveys to solicit feedback on all aspects of the event, from speakers and content to logistics and venues. Utilize open-ended questions to gain valuable insights for future improvement. Ask for specific feedback on local elements, like the choice of venue or city tours. And please, share it with us. We love to hear what visitors have to say about Providence!

Share Resources

Provide access to presentations, recordings or other resources attendees found valuable during the event.

Stay Connected

Foster a post-event community by creating a dedicated online forum or group where attendees can continue discussions, share resources and network further. Utilize social media platforms to connect with participants and promote upcoming events. Share updates about Providence events and attractions to keep the connection alive.

Additional Tips

• Meeting planners set the tone. Be visible, approachable and available to address attendees' concerns or questions during the event.
• Utilize audience response systems, polling tools and Q&A sessions to help keep attendees engaged and invested in real time. Host live Q&A sessions with local leaders or experts.
• Offer attendees energizing breaks between sessions with healthy food and beverage options. Feature local cuisine from popular Providence eateries, such as sweet treats from Sin or Italian specialties from Federal Hill.

By implementing the above strategies, you can create exceptional meeting experiences that leave a lasting impression on your attendees.

Start planning your next successful meeting or event in Providence or Warwick today!

Author

GoProvidence Convention Services Team

GoProvidence's award-winning Convention Services team offers personalized, complimentary assistance to incoming meeting and convention groups. Their destination insights and industry expertise help to ensure a successful and memorable event.