Dont Lose Sight of the Details

Have you ever been in the process of reading something great (letter, resume, article, brochure, etc.) only to come across typos? If you are like most people, these seemingly minor errors oftentimes greatly impact your perception of the document. More importantly, they affect the way that you regard the person or organization that created the item. While we are constantly being advised not to lose sight of the forest for the trees, too often we lose sight of the tress for the forest. No matter how great the big idea is, if the details aren’t attended to the overall affect is negatively impacted.

This is true in most aspects of our work and personal lives, and especially when it comes to meeting and event planning. One small snafu can quickly change a person’s mindset to that of pessimism. Once this occurs, you are forced to play the game of trying to win back their approval. So how do you balance seeing the big picture while still focusing on details?

The most important step is to start with the big picture. What is the overall goal of the meeting or event? What type of atmosphere do you want the participants to experience? What do you want participants to feel when the event is over?

Once the big picture and overall feel of the meeting and event is determined, one must create a list of necessary details necessary to create the desired goals. Do you want the participants to experience a feeling of exclusiveness? Then be sure to attend to every detail including personal invitations, individual welcomes when arriving at the function site, personal notes in their hotel room, etc. Want an air of “down to business”, then make sure to have ample outlets for computers, easy to read business papers for participants to take notes on, succinct instructions for what is to be accomplished during the meeting, etc. While the details may be delegated, it is important that the person responsible for the big picture be aware of the details and ensures that they are taken care of. Otherwise, the chance for problems greatly increases.

No star can shine without a supporting cast. In the case of meetings, the details are the supporting cast. Plan them wisely to provide support for the overall goals and objectives and you will have a star.


Laura Shelton, CMP, is President of Fusion Meetings and Events, a full-service meeting and association management company located in Alexandria, VA. With over 12 years of experience, she has found that success in meeting and association management comes from fusing the science (logistics, financial, content, operational) aspects with the art (creativity, meeting personal needs, personal communication, visually pleasing) aspects to create the whole product. She can be reached at laura@fusionmeetings.com.