Planning Smarter: What Great Planners Ask (That Others Don’t)

When it comes to planning meetings and events, most planners have a checklist a mile long and a million moving parts to juggle. You’re pros. We know it. But even the best in the biz can miss a few key questions that can make or break the guest experience.

That’s where we come in.

At Access, we don’t just execute—we consult, anticipate, and co-create experiences that go beyond expectations. And that starts with asking the right questions—sometimes even the uncomfortable ones. So let’s dig into a few of the questions planners should be asking, and how asking (or not asking) them can shape the success of your next program.

“What potential hidden challenges should we be aware of?”

Spoiler alert: every destination has its quirks. From permitting hurdles to traffic patterns to local ordinances you didn’t know existed until they came crashing into your event plan—there’s always something that could surprise you.

Unless, of course, you’re working with a partner who proactively prepares you for what’s ahead. If your DMC or venue partner isn’t flagging potential friction points up front, then you’ll have to be the one to ask. A little foresight goes a long way toward protecting your time, budget, and reputation. And we’re all about that.

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“How do you define success for an event like mine?”

This one’s big. If your idea of success is high attendee engagement and brand impact—but your venue partner is measuring success by how few AV calls they get—we’re not on the same page.

Alignment is everything. Asking this question early creates shared language and expectations, and ensures everyone’s rowing in the same direction from the start. No wasted motion. No missed opportunities. Just seamless collaboration and results that matter.

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Pro Tip: Why discovery calls matter

With thousands of programs under our belt and a 96% client satisfaction score in 2024, we know that asking the right questions at the outset isn’t just helpful—it’s essential. One of the most important? Gaining a full picture of your attendees, your goals, and any key wins or challenges from past events.

In those rare moments when that context is missing, things can veer off course. Not because of a lack of effort—but because we weren’t given the full story. That’s why we put so much emphasis on comprehensive discovery calls upfront. They allow us to dig deeper, align faster, and deliver experiences that not only meet expectations—but exceed them.

The more we know, the better we can perform—and the better you look in the process.

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What to Avoid: Holding back information

We get it—sometimes it feels like you’re already sharing so much. But trust us, even the tiniest detail can be the linchpin for success.

One of the biggest mistakes planners make? Withholding what they think isn’t important. But when you work with Access, we want the whole picture. The goals. The past pain points. The personalities. Even the preferences for passed apps.

Because when we understand everything, we can be your best advocate—not just in one city, but wherever your events take you with our National team. And next time? We build on that knowledge and make it even easier.

In short: share early, share often, and let us turn insight into impact.

At Access, we believe every experience starts with a story. Your story. And the best way to make that story unforgettable? Ask the questions that unlock clarity, eliminate surprises (for you, not your attendees), and align everyone from the jump.

We’re not here to just check boxes. We’re here to champion your brand, wow your guests, and make you look like the rockstar you are.

So, let’s raise the bar. And maybe a cocktail or two at your flawless event.

Let’s get planning.