Planning a successful event requires a lot of time, energy, and commitment. All the efforts during the planning and preparation phases all lead up to the big day, which requires an entirely different set of skills and mental preparedness altogether. While it is the event planner’s duty to ensure that the pre-event elements come together smoothly, on-the-day management is equally crucial. There are plenty of factors that come into play when the date finally arrives.
What Onsite Management Means
This task happens on the day of the event itself. It is the culmination of all the planning and preparations. One of the key jobs of an onsite manager is making sure that the venue for the event is set up exactly as it shows in the client’s project brief. All the other details, from the food to the decorations to the videographer or photographer should be monitored. If the event requires security, the onsite manager should check that all protocols are met. He or she should have a checklist so all elements are covered.
5 Ways To Ensure That The Big Day Goes Well
How do you ensure that all that planning that went on months before the big day leads to an experience that attendees will never forget? Here are five tips.
- Do you have everything you need?
Asking your attendees to pre-register will help you be better equipped to deal with any incidentals. You can set it up online so all participants need to do is confirm by clicking a button. This way, you have a very good idea how many people are showing up, while also considering walk-ins on the day. Having this number also lets you make space at your venue and be ready with enough food and drinks, if any. On the day, check that you have enough chairs and tables, and if the stage is appropriately decorated and the podium is at the right place.
- Will attendees have an easy time getting in?
Having on site security is important in making sure that only registered participants get in. You also do not want attendees to wait in long lines to access your venue. You can have them pre-register and print out a fast pass so they can skip the lines that last-minute attendees are taking.
- How will you make it interesting?
In addition to your main event, you can also have smaller ones happening in parallel to it. For example, if your keynote speaker is at the main hall, you might want to hold an exhibit of products and services at the lobby. You can also consider setting time aside for the participants to meet each other and network.
- Do you have a solid team in place?
On-the-day event planning is largely dependent on a reliable team. These people should not just be able to operate independently, according to their job description, they should also be good ambassadors for your company, the event, and the brand being highlighted itself. From the very start, lay out all the parameters for your team and remind them of the goals that need to be met for the event to be a success. Be clear about your expectations. Training them at least one day before the event is a good idea.
- What takeaways will attendees get?
One good way for participants to keep talking about your event long after it’s over is to reward them. People absolutely love freebies and souvenirs. Some event planners prepare goodie bags that contain sample products, brochures, merchandise, and other items that will remind attendees of the awesome time they had. You can give the freebies upon entry or as they exit.