It’s arrived. The moment that all those months of hard work and patience have been leading towards, the day of the event! You’ve got the perfect venue, you’ve organised staff, catering and speakers and the program has come together nicely. But what now? We take you through a ‘checklist’ to keep in mind to help you offer the best service possible and ensuring you get the best results from the commitment you’ve poured into this day for you, your client and the attendees.
First and foremost, you’ll have heard it before but you’re going to read it again right now; Always be prepared. Think of the following tips as a mini ‘Event survival guide’.
Hopefully, you’ve already taken the steps to make your life and that of your attendees easier by implementing a personalized website created just for the event that allows you to have everything your attendees could need, all in one place. That’s exactly why we created the Customized Group Website, so that planners hosting their meeting or event in our venues have an easy-to-do and streamlined way to have all that has all the information needed to share in one, easy to use place.
Before the actual day of the event, it’s essential to double check that yourself are fully ready for what the day will throw at you, and that you take the correct precautions to avoid small matters that could later turn into larger problems. Why not think about an Event Tool Kit that includes the following:
Extra printouts:
- Essential Lists: Though it’s commonplace to have a designated website, mobile app or even attempting to lower the impact of use of resources, or even rely on your computers or phones for the lists of attendees and running order, you never know when tech could glitch and leave you in the dark.
- Banners and Signage: Print off all signage before entering the venue, especially if color printouts are required. Also bring extra just in case.
- Badges and labels: Get your hands on a portable printer designed for these or equip yourself pre-printed ones with blank spaces for handwritten ones for unexpected guests.
Other essentials:
- Pens, post-its, tape, notepads, scissors.
- Gifts for speakers, VIPs, clients.
- First aid kit, sun cream.
- Laptop and mobile phone and their chargers.
- Backup USB holding all event documents formatted ready to be printed.
Now that you’re prepared and have the tools required to avoid most unexpected situations and overlooked details, let’s look at what needs to be considered on the day of the event itself. Remember, you’ll have a NH expert on hand to help you with your questions, worries, any set up changes and more.
So, what needs to be considered?
On arrival:
- A walk through of the venue so you know exactly where everything needs to be: Where the staff takes their breaks and where speakers should wait. Check that the designated toilets working and stocked. Entrances and exits.
- A run through of the day’s proceedings; Speakers, catering times, staff shifts, movement of attendees.
- The coat check should be placed strategically so that it is visited before the registration but not the first thing that is seen. Make sure that its position doesn’t interrupt with the flow of movement or create space-crossing queues.
- Signage should be placed after the initial walkthrough. This is so that you yourself have a feeling for the best places to put up signs and directions so that they are easy to see, make sense and will assist the flow of movement correctly.
- Test audio-visual equipment to avoid any embarrassing holdups, including projectors, wireless devices, internet connection and lighting positioning. What’s more, test these on arrival, familiarise yourself with the operator, and then test everything again later.
- Prepare the speakers Place water bottles. Any decoration or banners required. Know where the speaker’s mics are and put them where they are easily found.
- Check on catering and ensure what was requested requiring dietary needs has been fulfilled. If needed, ask your NH expert for a walkthrough with the catering staff and give them any essential knowledge they may require.
- Set up the registration table and arrange the name badges. Ensure that you know where any extra printouts, spare badges and first aid items are to be kept. This could be an ideal location.
- Emergency meeting points should be outlined, and a team meeting point should also be selected.
- Prep the photographer if one has been drafted in so that you know that they are capturing the best shots at the best times.
Again, as we said above, many of these points will actually be in the hands of the NH expert assigned to your project and assisting in every way possible.
So, the event is in motion and it’s time to go with the flow, right? Well, no. Not at all. Now is the time to be more alert than ever and to be ready to answer more questions than you thought possible.
So, what are the incremental tasks to be considering throughout the day?
- Greet attendees, especially VIPs, speakers and sponsors.
- Attend to VIPs, speakers and sponsors are required, ensuring to prioritise them accordingly and justly.
- Attend to the speakers. Unless you’re doing it, assign the correct member of staff to guide, mic up and assist the speakers.
- Flow of attendees. Ensure the correct signals are given to ensure attendees move to and from the event space as required before, after and during breaks.
- Is catering part of the day? Check on the staff members to ensure timings are being honoured. Do require constant circulation of drinks? Is it being performed?
- Speaking of food… remember to eat and drink yourself, assigning yourself short breaks at strategic moments throughout the day.
…And breathe! The event is over. Attendees have left and catering has packed up and taken their leave. The space has been efficiently cleaned and any items removed and stored properly. Speakers and VIPs have been thanked. Photographs have been snapped. Any surveys, feedback forms and guest lists filed are ready to be analysed and evaluated. Another successful event and you need a well-deserved break.
Now, these tips come from the experience of our experts, the advice offered by others and from years of trial and error. Of course, there are numerous ways to approach, organise and execute a successful event and we are always willing to learn.
What are your thoughts?
We bet you think we’re forgetting something, right? You’re wondering, ‘what about the post-event to-do list?’
Stay tuned!
