Blog images - 2024 - How emotional intelligence elevates event planning
Meetings

Empowering Event Planning Through Emotional Intelligence

The most memorable events result from a combination of small details, genuine human connections, surprising and delightful experiences, and the kind of thoughtful planning that allows participants to navigate busy conference schedules with ease. Experiences flow from one to the next so seamlessly that attendees feel they are being taken care of and considered, freeing them to focus on doing their best work. 
Indeed, with quarterly targets, long term goals and travel and event costs to take into account, companies' have high expectations of employees attending conferences. Even the most energetic participants find the demands of these events grueling when faced with air travel, sprint-like schedules and little downtime.

28 Feb 2024 3 min to read

While there are plethora of strategies to please clients and revitalize attendees, the skill of emotional intelligence is often overlooked for its key role in designing memorable, out-of-the-box experiences that exceed stakeholder expectations. Here’s how meeting planners can use emotional intelligence to wow clients and cater to attendee needs:
Blog images - 2024 - How emotional intelligence elevates event planning
Blog images - 2024 - How emotional intelligence elevates event planning
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Active Listening

From the initial planning stages all the way through to collecting post-event feedback, meeting planners can use active listening to ensure they truly understand their clients desires and expectations. By slowing down and repeating back what they’re hearing, planners can help companies refine their ideas, leading to experiences that are finely aligned with their clients’ vision. The same can be done by interviewing future attendees and by taking time to reflect on both the bigger picture and the finer details elicited through these conversations.

Empathy

Like microcosms of society, today’s companies are made up of employees from different backgrounds with varying strengths, weaknesses, and lifestyles. As an emphasis on diversity continues to remodel corporate culture, it’s imperative that event planners follow suit by taking into consideration those whose needs may have previously been overlooked.
Perceptive meeting planners are aware that attendees have lives outside of the workplace, and that regardless of gender, this includes taking part in family routines. Post-pandemic, parents may be reluctant to travel as far as they previously had for business, and start and end times for local meetings that are either too early or too late can wreak havoc on their family commitments. Needing to arrange extra childcare is an additional burden placed on parents, and all of these factors can have an adverse effect on their performance due to stress, fatigue, lower attendance, or even skipping the event altogether.
But, by being empathetic to these circumstances, meeting planners can avoid pitfalls while improving outcomes. Considerate, commonsense decisions such as holding a conference within normal working hours, hosting events locally and providing free childcare onsite will increase productivity while leaving a lasting positive impression.

Inclusivity

Being aware of and sensitive to the diverse backgrounds and identities of attendees results in memorable events that make everyone feel welcomed and valued. In addition to placing equal importance on everyone’s experience and contributions, providing kosher, halal, or vegetarian meal options — in addition to vegan and gluten-free options — and ensuring meetings fall outside of major religious holidays are details that will go the distance toward wowing attendees.

Accessibility

An integral part of being an emotionally intelligent planner is designing meetings that are accessible to those with a diverse range of physical and mental needs. Laws governing the accessibility of buildings can vary greatly from country to country. Even if a chosen venue adheres to strict accessibility codes, speak with attendees who require special accommodations ahead of time, and integrate their feedback into all aspects of the event from seating plans to hiring extra staff.
The same strategy can be applied to accommodating neurodivergent participants. While some attendees are more likely to become overstimulated or anxious, all involved will benefit from clear signage and designated quiet areas to recharge. Making venue maps and schedules available ahead of time will help everyone prepare for the experience in advance, reducing stress while ensuring your event stands out.
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