Policy First: The Hidden Success Factor in Launching a Managed Meetings and Events Program

When organizations set out to launch a managed meetings and events (M&E) program, the spotlight often, falls on the exciting elements: new technology, supplier partnerships, data dashboards. Yet the most overlooked and underestimated driver of success is also the least glamorous: the policy.

A strong M&E policy is not about rules for the sake of rules. It is the connective tissue that links the program to the organization’s ambitions. When written with intent, it becomes a strategic enabler.

The key is alignment. A policy must mirror the goals identified for the program, whether that’s cost savings, risk management, sustainability, or elevating the attendee experience. The policy is the rudder on the ship; without it, the M&E program risks drifting into complexity without direction.

Equally important is pragmatism. Too many programs stall because they attempt to solve everything, everywhere, and all at once. The smarter approach is to start simple: set out the essentials, make adoption easy, and then expand the scope as the program demonstrates value and matures.

No policy succeeds in isolation. Senior leadership and key stakeholder sponsorship are vital. Their visible support sends a signal that this is not just an administrative exercise but a business priority.

And finally, company culture matters. Policies that resonate with the way an organization naturally works are far more effective than those that feel imposed. In some companies, mandating compliance is appropriate. In others, influence and encouragement are the more powerful levers. The policy must fit the DNA of the organization it serves.

In our experience, the companies that succeed in building sustainable, scalable managed M&E programs are those that understand this truth: technology and processes may evolve, but the policy is the steady hand guiding the program’s growth.

If your organization is considering launching or refining an M&E program and need some help - at any stage of your journey - we’d welcome a brief chat to discuss how to start on the path toward long-term success.