When you’re getting ready for a big event, the biggest focus is obviously safety, but after that, it’s efficiency. With so many people coming and going, with different vendors providing support, it’s essential to keep all parts of the machine running smoothly. No one wants to deal with broken bathrooms or lines that are exhaustively long. Events need to run on time and without any hiccups.
What can an event management company do to stay on top of things, to keep everything moving along? There are a few things, actually.
Get them to book early
If someone wants to put a hold on the calendar for their music event, holiday party, corporate gig, or whatever you’ve got going on – get them to commit ASAP. Securing the date is everything. When a client secures the date, that gives you time to plan and to get with the client to put together just exactly how they plan to pull their event off.
Say see ya later to paper anything
It’s 2020. There is no excuse not to be digital. You’d think this was common sense, but alas, some spaces still want everything done by hand. Don’t waste time collecting any paper when processes like E-sign exist. When you’re transferring data and working out big plans along with budgets, everything needs to be easily accessible via the cloud and email. Plus, there are so many kinds of reliable platforms; you can save names, numbers, food details, vendors – everything all within a searchable database. Even better, most of them are accessible from a phone or an iPad.
Stick to a timeline
When someone blocks out time, set a timeline for all moving parts. Create a task list you can refer back to as needed. Get deep in the details or mile mark the big goals; whatever you choose, follow it.
Set registration and cancellation deadlines in stone
When an event draws near, people are putting plans in motion, things have to be on-time, stages have to be set up, temporary workers need to be hired. Getting people set up with tickets or making sure they’re coming in the first place is the last thing anyone wants to deal with. It’s important to set deadlines for registrations and cancellations. If you’re handing out materials or preparing giveaways, you’ll need a hard-ballpark number of what to expect. Try to set a 72-hour window deadline.
Once you’ve got the materials printed, provide timelines for events or even sessions. If you’re only making materials for volunteers or emcees, give them clear timelines of what their day will look like, as well. Included should be:
- Important announcements
- Speaker names and bios
- Sponsor shout outs
If there’s an after-party, inform attendees here, too. If there’s a strict dress code, or something attendees need to know, try to give people as much information as possible. It’ll save a lot of headaches later on with people asking questions.
Show up on time
It seems obvious, right? You’d be surprised how many people show up late all of the time. Make sure people have set up tables correctly, that stages look correct, and that you’ve talked to the foreman, security, and anyone else that impacts your job. Don’t wait till the last moment to make sure everything is in motion. Otherwise, the results could be disastrous.
So that’s it. We hope this helps you streamline your events now and in the future. If you’re an event manager, tell us what you’d love to see. We’d love to create whatever content you’re looking for. For everything else, check out the Adia blog.