Troubleshooter guide for Sydney event planning
Remember, something usually does and probably will go wrong at your event. However, it’s often only the event organiser who knows about the problem. Keep a running sheet handy and try to stay one or two steps ahead of the schedule. And most importantly, don’t drink too much champagne!
Prepare for your event - checklist everything
A week before your event, recheck everything, from attendees to suppliers. Make notes of things that could possibly go wrong, and develop a contingency plan.
Arrive early at your conference or event
Arrange for all your event organiser team-members to arrive early. This will buy you some extra time if changes need to be communicated. Arrange a meeting room in which you can brief the team.
Post clear signs for event guests and suppliers
Hang up visible signs for event guests, team-members and suppliers. Ensure there are signs everywhere people go, from bus stops and parking areas to the location itself.
Write a list to minimise event problems
Write up a contact list of everyone involved in the event, and hand it out to your event team. This includes team-members, vendors, suppliers, the venue-staff members, speakers… everybody you may need to speak with during the event.
Keep in contact with your event team and venue staff
If possible, use a CB radio system to stay in touch with venue staff and your team-members. This gives you immediate access to help when you need it. If that’s not possible use the mobile phone list above.
Stay calm when problems arise
If there’s a positive and relaxed atmosphere at an event, smaller mistakes tend to go unnoticed. If things do go wrong, try not to panic. You won’t help anyone if you try to solve problems while you’re emotionally strung-out. Before making a major decision to rectify a problem, share it with the onsite manager, to gain a fresh perspective on your solution.
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