Spirues writes:
Of course, the main key to making sure everything goes off without a hitch is getting your planning spot-on up front. But as we’ve harped on about that for quite some time already, we’re moving on to the in-event management stage.
Things can (and do!) go wrong at events, but if you stay calm and focus on solving the issue quickly and discreetly, most people won’t even notice. Don’t panic – remember, people want to enjoy an event, and are not usually there to look for problems. But here are a few pointers to avoid that sinking feeling:
Set-up: It always takes longer than you think, so allow plenty of time at the venue before your guests are due to make sure everything is ready. Everything.
On site management: Make sure your team is in place, from your meet and greet or registration staff to caterers, your AV guru or your entertainment. Having the right people attending the event, all well-informed about what’s happening when, is essential.
Communication: We mentioned this last time but really, you can’t overdo it. Make sure your team knows what needs doing, but also who to speak to should things go off track.
Always have a Plan B: We don’t really need to explain that one, do we? (And sometimes, a Plan C doesn’t go amiss either!)
Health & Safety: Not the most thrilling aspect, but an important one. Be sure you, your team, and your guests, are well aware of the safety and emergency procedures in place.
Catering: Another one we mentioned in our last blog, but catering can be such a minefield it’s really important to keep an eye on how it’s all going and plan contingencies if things start going a bit wrong.
Do your sound checks: And not just sound checks, but all your AV equipment. Don’t wait until your guests arrive before you start loading up the MD’s 4GB presentation. Make sure it’s done and running smoothly first. Oh, and please, make sure the microphones are working…
PR/Coverage: If you want to have material to use from your event, make sure your photographer or videographer is well briefed on what to capture. You won’t be able to recreate this scene, so be sure to get everything you’re going to need while it’s actually happening.
Give them something to remember: People generally love a freebie. So why not plan a memorable goody bag or parting gift to say thank you for coming, and to make your event more memorable. Corporate gifts don’t have to be dull, and some can be very effective for reinforcing your brand awareness. Try to make it relevant and engaging though – there are already a lot of branded stress-balls in the world. If your event is being run in association with third parties or promotional partners, goody bags can be a good way for them to gain awareness too, and will usually be willing to pay to be included in your giveaway.
Take-down: No, we’re not talking heists and getaways, but it’s important to have planned your clear-up. Allow enough time and resource for this stage too – many venues have strict timings to keep to and you need to be ready when it’s time to leave.
Events can be stressful. But getting the right planning and the right management team in place should mean you can enjoy your event to the full. Events can be extremely valuable for your business, and next time we’ll be looking at how best to follow up after your event to keep the momentum going.
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