When you’re planning an event, there are numerous details to cover. From table settings, to music, to what’s on the screens; there’s a reason why event planner is a bona fide profession. But in order to catch every detail, you need the right person in the room asking questions.
If you want music at the event, it might behoove you to have the audio technician for the venue in that meeting. Will there be 300 people attending? Perhaps the facilities manager needs to ask where the chairs are coming from. It’s impossible for a single person to catch every detail, so invite various department into the process so they can ask the right questions.