Your association’s staff event manager is ready to bring your vision to life. Whether it’s an awards gala, member reception, or multi-day conference. But before the planning can take off, the most important step is your first meeting. A clear, well-prepared kickoff conversation ensures you both start on the same page, setting the tone for collaboration and laying the groundwork for a successful event.
That first conversation will set the stage for the upcoming event. It’s your chance to share your vision, ask the right questions, and make sure you’re both aligned from the start.
Here’s how to make the most of that initial meeting with your event manager and lay the foundation for a successful event.
1. Meet Them Where You’re Comfortable — Literally and Figuratively
Face-to-face meetings (even just one to start) can build trust quickly and help you connect on a more personal level. If you’re working with a locally-based event manager, don’t hesitate to suggest a meeting location that feels comfortable for you, whether that’s your office, a coffee shop, or a venue you’re considering. In case you’re meeting virtually, try to find a quiet, interruption-free environment so you can focus fully on the conversation without interruptions
Ultimately, feeling comfortable and making sure you feel heard in that first meeting helps create the collaborative environment you want moving forward.
2. Know What You Want, But Be Open
You don’t need to have every detail figured out (that’s your event manager’s job!), but it would help to have a clear idea of the basics:
- What kind of event are you planning?
- What’s your target date or timeframe?
- How many people are you expecting?
- What’s your budget range?
- What are your top priorities (e.g., wow-factor, education, collaboration, professionalism, branding)?
- What are the top three things that will deem the event a success?
- Any special considerations? Or things to avoid from past learnings?
Even if your ideas feel scattered, share them openly. A good event manager will listen carefully, take notes, and help clarify your vision. This first conversation is as much about dreaming big as it is about narrowing down the details.
3. Bring Information and Questions
Come prepared with any documents, notes, or inspiration that can help illustrate your goals. These might include:
- Past event examples you liked (or didn’t like). It’s all about those key learnings!
- A rough budget or proposal
- A venue shortlist
- A timeline or ideal date(s)
It’s also a great time to ask key questions like:
- What does your planning process look like?
- Do you handle logistics, design, or both?
- What’s your availability around our preferred dates?
- Can you work within our budget range?
The more you bring to the table, the more productive the meeting will be — and the better your event manager can serve you.
4. Be Thorough and Clear, But Keep It Collaborative
A great partnership is built on mutual trust, clear communication, and a shared desire to make the event a success. For this reason, if there’s something that didn’t go well in past events or you’re feeling overwhelmed, share it. Transparency helps your event manager support you effectively and allows them to offer expert guidance.
At the same time, be open to ideas and recommendations. Event professionals bring a wealth of experience and resources that can elevate your vision in ways you might not have considered.
5. Leave the Meeting With a Clear Understanding of the Next Steps
Clarity is key to avoiding surprises and building a healthy working relationship from the start, so by the end of your first meeting, you should walk away with:
- A clear understanding of how the event manager can support you
- A summary of what was discussed and decided
- A timeline for next steps (such as receiving a proposal or contract)
- Clear expectations about who is responsible for what moving forward
If this doesn’t happen naturally, don’t hesitate to ask: “What are the next steps from here?”
A successful event doesn’t start on event day; it begins with the very first conversation.
The first meeting with your event manager is more than just an introduction; it’s your opportunity to start building a strong, collaborative, and dynamic relationship. With a little preparation, openness, and the right mindset, you’ll walk into that conversation ready to set the stage for an unforgettable event.