Preparing for an event is a tedious process, but it is actually not the most nerve-wracking. It is actually putting all of those plans into motion.
There are so many things that could go wrong and if you overlook even one aspect of it, your event might go off the rails.
So, to ensure that you’re going to have a pretty amazing event, here are some things you should know before you start:
1. Think of the VIP
If you have guest speakers or well-known performers who you’ve invited for the event, make sure that you come up with a VIP plan.
They should have their own room, ask them if there is anything that they want, and tell them how the event will unfold so that they will know where and when to speak or act.
2. Make It Easy to Navigate
Now, if you’ve reserved a pretty big venue, your guests can get lost pretty easily. Sometimes, there are no signs to indicate where to go and they might get frustrated before they can reach the event area; something that you do not want to happen.
Make sure that the venue is navigable by placing signs that can help pinpoint the exact location of the event. Also, place signs for different amenities that people can use like the restroom.
3. Don’t Forget the WiFi
People want to be connected to the internet wherever they go and if your venue does not have that, you’re going to be in big trouble.
The internet is an integral part of the event because people would need it to connect to their different social media accounts to give updates, upload pictures, among other things.
Make sure to look for a venue that has internet connectivity and has a strong WiFi connection.
4. Know About the Docking Regulations
Every venue has a different set of rules regarding the docking of equipment and other goods. It is vital that you ask the venue liaison about it so that you will not have any problems transporting your equipment to the place.
5. Get a Trusted Sidekick
No matter how “hands-on” you are when it comes to event planning and management, you cannot be at two places at once. In other words, you can never oversee every operation.
Therefore, it is crucial that you get a trusted sidekick. Have someone foresee some of the other aspects to ensure that everything is working correctly and so that you can focus on other things as well.
6. Confer with the Speaker
Look, people do not have large attention spans and sometimes, speakers can get really boring because they veer away from the original plan.
Make it a point to talk to your guest speakers and tell them to make their program short and simple. It has to be easy to understand and it has to be within the time limit that you’ve set as well.
7. Have a Contingency Plan
No matter how well you’ve planned for the event, there might be some things that will go awry. It could be that the catering service does not arrive on time; it could also be that the Internet is slow or is experiencing an intermittent connection.
Whatever it is, you need to have a backup plan. Now, this backup plan has to be something concrete and actionable. Do not put vague solutions; give solid answers.
For instance, if the caterers did not arrive on time, confer with the event manager if they offer food so that you can go order that instead.