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!
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.
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.
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 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.
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.
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.
Business Events Sydney’s free event planning service, AccessNSW can assist you with finding all the event products and services you need.
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"Prepare for the 'known' before you go on site so that you can handle the 'unknown' when you’re there."
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