Last week, I heard troubling stories about the sudden cancellation of a popular industry conference. Apparently, after the cancellation announcement, the conference organizer stopped communicating with attendees. Many participants were left confused and uncertain about what would happen next.
This situation can be frustrating for wedding planners, event planners, and wedding and event planning entrepreneurs who rely on conferences for education, networking, and growth. While there are already many experts weighing in on this specific situation, I want to focus on something different: how to protect yourself and your investment when registering for professional conferences in the future.
Below are practical steps to help you minimize risks and choose the best events for your business.
1. Perform a “Reference Check”
Before you register, ask trusted colleagues in the wedding planning and event planning industry about their experiences with the conference.
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Does the conference provide the kind of educational content you need to grow your event planning expertise? How about the educational content you need to grow your business?
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Have past attendees been the type of professionals you’d like to connect with?
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Is the event known for delivering value and high-quality programming?
There are many fantastic conferences for wedding planners and event professionals, but not every event will be the right fit for your goals.
2. Perform a Financial Assessment
A professional conference can cost anywhere from $1,500 to $10,000. Before you commit, calculate all of the expenses associated with attending.
Here are some costs you should factor in attending a conference:
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Registration fee: Check if there is an early bird discount and plan to take advantage of it.
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Airline ticket: Don’t forget to add baggage fees.
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Hotel stay: Include nightly room rates, taxes, resort fees, and housekeeping gratuities.
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Ground transportation: This may include taxis, trains, ride-shares, shuttles, and tips for drivers.
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Attire: Will you need to purchase outfits or dress-code-specific attire for any of the conference events?
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Meals not covered by the conference: Contact the organizer in advance to find out which meals are included.
This assessment will give you a realistic picture of the total investment required.
3. Wait for the Speaker Line-Up
Conferences in the wedding and event industry often feature outstanding speakers, but not every topic will benefit your business. If you can, wait until the speaker list is announced, then research their backgrounds to ensure the content will align with your current needs and professional goals.
4. Review the Cancellation Policy
Before registering, carefully read the conference’s cancellation policy. Some conferences will refund your registration fee (minus a processing fee), while others will not offer any refunds. This is important to know, especially if you are unsure about your ability to attend.
5. Use a Credit Card for Registration
Avoid paying with cash, checks, or debit cards. Instead, pay for your conference registration with a credit card that offers fraud protection. This gives you extra financial security should an issue arise.
6. Ask About Payment Plans
Rather than paying the full registration fee upfront (especially if the conference is scheduled six months or more in the future), ask if the organizer offers a payment plan. Preserving cash flow is important for small business owners in the wedding and event planning industry.
7. Consider Travel Insurance
Because attending a professional conference can be a significant investment, purchasing travel insurance is worth considering. This can protect you if the conference is cancelled or if you have to cancel your attendance for any reason.
Pro tip: Before purchasing a separate travel insurance policy, check with your credit card provider. Many cards include travel protection if you pay for your airfare and hotel with the card.
Choose Conferences Wisely
As a wedding planner, event planner, or wedding and event planning entrepreneur, your time and money are valuable. Treat professional conferences as an investment in your business growth. With a bit of research and preparation, you can ensure your experience is both rewarding and financially secure.
Love and Soul Always, Kawania
Photo: Shutterstock
Kawania Howerton Wooten
With 30+ years of experience shaping conferences and high-end events for Washington DC’s elite, Kawania Wooten seamlessly blends her expertise in event management with her early culinary industry experience. As a recognized wedding industry expert, Kawania brought her knowledge to the classroom for eight years, where she taught courses at Prince George’s Community College. Her award-winning contributions to the event industry and her company’s celebrated client care have solidified her reputation as a driving force within the industry.
