Event Planning for Administrative Professionals, Pt 3: Personalizing the Experience
Welcome back to this blog series on Event Planning for Administrative Professionals. If you haven’t already, be sure to check out Part 1 and Part 2 by clicking below!
When it comes to event planning, personalization is not just a nice touch—it’s a powerful way to elevate the experience for your attendees. In today’s post, we’ll explore actionable ways to make your guests feel truly seen and valued. Your work as an administrative professional reflects not only your own skills and attention to detail but also the reputation of the person or team you support. When you go the extra mile to personalize an event, attendees will remember the care and thoughtfulness, and they’ll attribute it not only to you, but also to your boss or organization.
Keep in mind that personalization is a mindset rather than a checklist. The principles and examples presented can be adapted to suit the scale of your event. Even for larger gatherings with 100+ attendees, there are meaningful ways to add that personal touch that will set your event apart.
Gathering Information
When collecting RSVPs from your attendees, take advantage of the form tools available in your office ecosystem, such as Microsoft Forms or Google Forms, to gather additional information that will kickstart the personalization process.
Don’t limit yourself to just asking for their name, contact information, and attendance status—there’s so much more you can ask to create a tailored experience for them. If you include one of the following questions, make it a required field with “Yes” or “No” responses. Then, use conditional logic to prompt a follow-up question if they select “Yes.” In Microsoft Forms, this feature is called “branching,” while in Google Forms, it’s referred to as “go to section based on answer.” These tools allow you to create a seamless and intuitive form that gathers the details you need without overwhelming your attendees.
Room Info
If you have a room block set up, consider adding this question to your registration process: “Do you have any preferences, allergens, or medical requirements to note for your hotel room?” This simple addition can be incredibly helpful, not just for you as the planner but also for your hotel vendor. Knowing details such as “needs an ADA-compliant room,” “requires hypoallergenic accommodations,” or “prefers a quiet room away from the elevator” is vital for creating a positive attendee experience.
It’s equally important to manage expectations by clarifying that requests are not guarantees. When I incorporated this question, attendees who answered “yes” were prompted to provide further details: “What preferences, allergens, or medical requirements do you have for your hotel room? (Note: Any room preferences will be considered but cannot be guaranteed. However, all allergens and medical requirements will be handled with the utmost care.)”
Lastly, remember that attendees are sharing sensitive personal information. Handle it responsibly and ensure it is only shared with the hotel vendor, maintaining confidentiality and trust.
Dietary Restrictions
If your event includes any meal components, it’s essential to include a question on the RSVP form about dietary restrictions. Avoid limiting the question to allergies alone, as many dietary restrictions are not allergy-related. If an attendee answers “Yes,” ensure the follow-up question provides an open text field for them to detail their specific needs.
I’ve seen events where the only options offered were gluten-free, dairy-free, or nut-free. But what about the person cutting carbs, the vegetarian or vegan, or someone allergic to cruciferous vegetables? I personally have over 35 documented food allergies that range from “it doesn’t actually affect me” to “if I eat this, my face swells up, my mouth burns, and my airways close up”. By gathering detailed dietary information from the start, you’ll be better equipped to thoughtfully plan alternatives for every attendee who needs them. This not only ensures their needs are met but also allows you to provide accurate information to restaurants or caterers when making arrangements.
Other Considerations
These remaining questions will be very dependent on your event and organization.
If your event includes clothing items for attendees, such as team shirts or branded jackets, be sure to ask for their size on the RSVP form. If you’ve already selected the item(s), consider including the manufacturer’s size chart to help attendees choose the right fit.
Depending on the type of event and your attendees, you might consider including a question like: “Do you have any personal, cultural, or religious requirements we should be aware of (e.g., preferred pronouns, prayer accommodations)?” Before adding this question, however, consult with your HR team to ensure it aligns with your organization’s policies and practices.
You might also consider adding a question to the form to help with your transportation logistics later: “Do you live locally, or will you be traveling by plane or train?” In my case, I didn’t need this question on the initial RSVP form because I knew the attendees’ locations—everyone was an employee. However, when I sent out a follow-up form to gather travel details, I asked local attendees whether they planned to drive (so I could arrange parking passes) or use other transportation methods.
By taking the time to gather detailed information through your RSVP forms, you’ll be able to personalize the event experience and ensure all attendees’ needs are met. Whether it’s dietary restrictions, room preferences, or specific accommodations, these early insights help you plan with greater care and precision. Now that you have a clearer picture of your attendees’ needs, let’s move on to another crucial component of event planning—the room block.
Room Block
If your event includes an overnight stay and your organization is covering the cost of the rooms, I strongly recommend managing the room block and assignments yourself. Doing so allows you to maintain authority over the process, ensuring attendees’ needs are met while providing full visibility into the arrangements. This approach also streamlines communication for your hotel vendor, making it easier for them to support your event effectively.
For instance, during a large event I organized, I often sent a daily email to my hotel contact to provide them with updated information. While it might have seemed excessive, they told me that they appreciated it because they were receiving the most accurate, up-to-date information directly from the decision-maker. This eliminated confusion and prevented delays that could arise if they were unclear about who had the authority to make changes.
By managing the room block yourself, you'll take one more task off your attendees’ plates, allowing them to feel more taken care of. It’s a great way to further personalize the experience and enhance their overall event satisfaction, while also giving you a clear-cut line of sight on who is arriving when. If enough people are arriving early, then you can determine what it would look like to plan something pre-event!
Ground Transport
If you have the budget, and your event type allows for it, consider the possibility of handling ground transportation for your attendees arriving via flight/train. This is an amazing way for your guests to have a personalized experience.
Scenario One: The Struggle
Imagine this: You board your overseas flight for a week-long event. After a 2.5-hour delay and an 11-hour flight in economy, you finally land at a large international airport you’ve never been to before. Exhausted, you navigate through customs and baggage claim, only to face your next challenge—how do you get to your hotel?
If you land at LAX, like my attendees did, you’ll need to find the shuttle stop that takes you to the designated ride-share location. From there, you board the shuttle, request a ride on your app once you arrive, and then sift through dozens of drivers to find your assigned one. To top it off, you’re hit with a hefty airport pickup fee, and after the event, you’ll have to deal with submitting a reimbursement, factoring in currency exchange rates.
Scenario Two: The Streamlined Experience
Now, imagine this instead: After the same 2.5-hour delay and 11-hour flight, you land at the airport and immediately receive a text message from your assigned driver welcoming you to the country and telling you exactly where to find them outside of customs. You exhaustedly get through customs, grab your luggage, and meet your driver. They take your bags, guide you straight to the car, and drive you directly to the hotel.
As you arrive, the event coordinator is waiting for you outside, having tracked your driver’s GPS to ensure they can greet you as soon as you step out of the car. Best of all, payment and gratuity for your ride have already been taken care of.
Which of these scenarios create a more personalized experience for the attendee? Of course, it’s scenario two! While this will likely cost your organization more than having your attendees determine their own taxi or rideshare options, there are some good reasons for going this route, should budget allow for it:
Safety: When you use a reputable car service, such as my preferred company EmpireCLS, you can be assured of your attendees safety due to a number of factors, including consistent vehicle checks/maintenance, comprehensive background checks and training for the drivers, and the ability to GPS track the driver and vehicle 1 hour prior to pickup until your ride ends.
Support: When using a car service, you have a customer service line that you can reach 24/7 to speak with a live person who can assist you with any changes needed to your drive. Additionally, if you arrange an airport pickup, the driver will have the flight information and will track your flight for delays. They won’t abandon you at the airport, but will ensure that you are picked up upon your actual arrival.
Service: Lastly, one of the great reasons for utilizing a car service provider is the level of care and service that you will receive. The drivers are dressed in full suits, ensure that their vehicles are comfortable, get you exactly where you need to go, and genuinely care about how excellently they perform their jobs. You aren’t just a job to them…you are their personal client, and they will treat your guest as such.
Confirmation Emails
As you finalize the details for your event, sending out personalized confirmation emails to your attendees is a crucial step in creating a memorable and positive experience. Personalized emails not only convey essential information but also show your attendees that you value their participation and have taken the time to cater to their individual needs. This personal touch can significantly enhance their overall experience and set the tone for a successful event.
If your attendee group is too large to send individual emails manually, consider using a mail merge function. This tool allows you to efficiently personalize each email with specific details, ensuring that every attendee receives the information relevant to them without compromising on the personal touch.
When crafting these personalized confirmation emails, consider including the following details:
Ground Transportation Booking Information: Clearly outline the transportation arrangements, including pick-up and drop-off times, locations, and any contact information for the transportation service. This helps attendees feel secure and organized as they plan their travel.
Room Confirmation Details: Provide comprehensive information about their accommodation, such as arrival and departure dates, room type, and confirmation number. This reassures attendees that their lodging needs are taken care of and allows them to verify the details easily.
Dietary Restrictions and Meal Choices: Acknowledge any dietary restrictions they have shared and confirm the adjusted meal choices you have arranged. This demonstrates your attention to their personal preferences and ensures they feel comfortable and catered to during the event.
General Information: Ensure your emails contain essential event details, including the agenda, dress code, venue location, technology requirements, and contact information. Providing this comprehensive overview helps attendees prepare effectively and feel confident about their participation.
Personalization On Arrival
Why stop at a confirmation email when you can create a truly personalized experience from the moment your attendees arrive? Here are some thoughtful ways to make them feel valued:
Name Badges: I always recommend having name badges for everyone at the event, as they make it easier for people to connect and feel at ease, and they show that you care about creating a friendly and organized atmosphere. Put your heart into designing them, and let your passion for taking care of your attendees shine through!
Lanyards: Start with a lanyard that reflects your organization’s colors or go for a classic black. Here is the one that I used: https://a.co/d/4qLGPkt
Name Badge Holders: Use clear plastic holders to keep the badges looking neat and professional. Here is the one that I used: https://a.co/d/cMpvQg2
Name Badge Insert: Using an Avery name badge sheet allows you to design memorable badges. Here is the one that I used: https://a.co/d/gTmfZ5P
Design: Use a tool like Canva.com to design the badges. Incorporate your organization’s colors, fonts, and logo, and make sure to include each attendee’s name and title. Remember to print on both sides!
Table Assignments: If possible, assign seats at the event. Depending on the event type, you might have a specific strategy for seating arrangements. For instance, when I worked at the University, we carefully planned seating charts for donor events. For internal events, you might want to mix teams for better collaboration or keep specific teams together. Collaborate with your leader to ensure the seating aligns with the event’s goals.ent.
For smaller table tents, consider this option: https://a.co/d/fDXJuRc
For larger, reusable holders, try this: https://a.co/d/fDXJuRc
Design: Coordinate the design of table tents with the name badges to create a cohesive look.
Info Packets: Place personalized info packets at each attendee’s seat. If you can get branded folders, that’s fantastic. If not, find folders that match your organization’s colors. Use a simple printed name label for each packet, and include:
Event agenda
Meeting handouts
Venue maps/info
Team building activity roster
Small group meeting schedule (more on this in my next post!)
Departure ground transportation confirmation
Blank notepad and company-branded pen
Swag: If your event includes swag, place these items at each seat. For my event, we used branded backpacks and a book by our keynote speaker.
Mints: A small touch that shows you care—provide mints for your attendees! They’re perfect for refreshing after lunch and help create a relaxed, productive atmosphere. I bought bowls from IKEA and my group of 65 attendees went through about 12.5 pounds of mints in three days!
With all of these elements in place, arriving at the event becomes an experience in itself. For my event, it was as such: Attendees had received personal emails from me confirming their room, ground transport, and other information. Upon arrival, they found their name tags ready, enjoyed interacting over a delicious lunch with an ocean view, and then headed inside to find their assigned seats, complete with gift items and personalized info packets. It’s all about making them feel valued and prepared for a fantastic event!
Conclusion
As you embark on your journey to create unforgettable events, remember that personalization is your secret weapon. It's the little details and thoughtful touches that transform an ordinary gathering into an extraordinary experience. By embracing a mindset of personalization, you not only elevate the event itself but also leave a lasting impression on your attendees. During the event, they will feel a warm, inviting, and productive atmosphere. Afterwards, they’ll walk away feeling valued and appreciated, with memories that reflect the care and dedication you put into every aspect of the event. So go ahead, infuse your events with warmth and creativity, and watch as your efforts resonate with everyone involved. Your passion for excellence will shine through, leaving a legacy of meaningful connections and cherished moments.
