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Behind every seamless event is a leader who plans, adapts, and delivers. As a woman CEO, I know the power of teamwork, strategic vision, and staying calm under pressure. Here’s to making every event a reflection of excellence and impact! and executing an event can be a daunting task for even the most experienced event planner, and yes, I count myself and P45 Consultancy in that!
No matter how many events you've managed or how well you've prepared there are countless details to manage and potential pitfalls to avoid so getting it to run smoothly and successfully is always a challenge.
Successful Events Don't Just Happen: Tips & Tricks
I've written at length, particularly on this site (some of them are linked below), about how to ensure your event preparations are well managed in the weeks and months leading up to an event, but it's the day of the event itself where all your preparation culminates.
As such it’s crucial to ensure everything runs just as efficiently once the doors open and the attendees arrive. Have you dotted every 'I'? Crossed every 'T'? Do people know what to do when they arrive? Where to go? Who's speaking when? The list goes on!
Whether you’re an experienced event planner like me or you're tackling your first major event, these tips are fairly universal when it comes to running a successful event.
Each one also includes what actions you can take to minimise any problems that arise. They all come from what I've learned (some the hard way) over the 20+ years I've worked in this area.
This blog obviously doesn't include EVERY single tip and trick, that would be a VERY long blog, but these will hopefully help you execute a successful and stress-free event day.
1. Finalise Details Well in Advance
One of the most effective ways to ensure a smooth event day is to finalise all details well in advance.
This includes confirming vendors, finalising guest / attendees lists and double-checking all logistics.
The fewer loose ends you have to tie up on the day of the event, the more you can focus on executing your plan.
- Actionable Tips:
Vendor Confirmations: Contact all vendors a few days before the event to confirm delivery times, setup requirements, and any other details. If there's a floor plan on where they need to set-up, let them know in advance. If there any limitations imposed by the venue on loading / unloading, share that too.
Guest List: Ensure your guest list is final and any special accommodations, accessibility needs or dietary requirements are noted and prepared for.
Logistics Check: Verify transportation, parking and any other logistical details to ensure they are in place.
2. Create a Detailed Event Day Timeline
A well-structured timeline is your best friend on event day. It should include every activity and task, no matter how small, with specific times and assigned personnel.
This timeline acts as your roadmap and ensures everyone knows their responsibilities, where they need to be, what's about to happen and when tasks need to be completed.
- Actionable Tips:
Break Down Larger Tasks: These can include things like set-up, registration, key event times and meal breaks in your timeline.
Assign Roles: I can't stress this enough but clearly designate who is responsible for each task and make sure THEY know!
Include Buffer Time: Allow extra time for unexpected delays or issues. When you're dealing with dozens, if not hundreds of people, things. will happen so don't micromanage your timeline to the second. If, for example, you planned for registration and expect it to take 45 mins, maybe factor in 1 hour to account for latecomers, external traffic issues, transportation delays etc.
3. Assemble an Effective Team
No man (or woman) is an island so your team is going to be essential to the success of your event. Assemble a group of reliable and skilled individuals who can handle their responsibilities effectively.
Ensure each team member understands their role and how it fits into the larger plan.
- Actionable Tips:
Pre-Event Briefing: Hold a meeting with your team to go over the timeline, roles, and any important details.
Clear Communication: Establish a clear line of communication, whether through radios, group messaging apps, or regular check-ins.
Empower Your Team: Whilst it may be your event, trust your team members to handle their tasks and make decisions within their scope.
4. Conduct a Final Walkthrough
Before the event starts, conduct a final walkthrough of the venue and, if possible, take some of your team with you so you can all visualise the event. Chances are you've only talked about the event in the abstract at this point, so seeing it in reality can really help.
This also allows you to identify and address any last-minute issues and ensure everything is set up as planned.
- Actionable Tips:
Check Setup: Ensure all areas are set up correctly, including registration, seating, stage and any technology or equipment. If there's a Wi-Fi network guests can use, make sure there are signs to help them connect.
Test Equipment: Test all audiovisual equipment, lighting and any other technical elements. If any speakers need to know anything, make sure it's made as easy as possible for them.
Confirm Signage: Make sure all signage is in place and easy to read.
5. Prepare for Emergencies
No matter how well you plan, unexpected issues can arise. There's a common phrase that works well here; "expect the worse, hope for the best".
Whilst you can't plan for EVERY possible outcomes, being prepared for emergencies is crucial to handling any situation that may occur.
- Actionable Tips:
Emergency Contacts: Have a list of emergency contacts for all vendors, the venue, and your team.
First Aid: Ensure first aid supplies are readily available and that your team knows where they are located.
Contingency Plans: Develop contingency plans for common issues, such as bad weather for outdoor events or technical failures.
6. Maintain Open Communication
Clear and open communication is essential on event day.
Ensure that your team can easily communicate with each other and with you throughout the event.
- Actionable Tips:
Communication Tools: Use radios, walkie-talkies, or messaging apps to stay in touch with your team. If there's no Wi-Fi accessible, check that there are no signal black spots in the venue that might hinder your comms.
Regular Check-Ins: Schedule regular check-ins with key team members to stay updated on their progress and address any issues.
Central Command: Establish a central command point where team members can report issues or get assistance.
7. Manage Guest Experience
A positive guest experience is key to the success of your event. You can plan everything to the Nth degree, but if attendees are frustrated, lost and not having a good time, the event will fail.
These days, with instant social media and online reviews, people won't be shy about broadcasting their disappointment.
To avoid this, pay attention to the details that impact how guests feel and interact with the event.
- Actionable Tips:
Warm Welcome: Ensure that registration or check-in is smooth and welcoming.
Clear Signage: Provide clear and ample signage to guide guests to various areas like toilets, meeting areas, refreshments, etc.
Comfort and Accessibility: Pay attention to guest comfort, including seating, temperature control, and accessibility for all attendees.
8. Stay Flexible
Flexibility is crucial on the event day. Even with the best plans and everything I've spoken about here working out perfectly, things can change unexpectedly.
Adapting to a changing landscape and making quick decisions is key to managing a successful event.
- Actionable Tips:
Quick Decision-Making: Be prepared to make quick decisions and trust your instincts. You probably don't have time to gather the team together and workshop a solution so trust yourself to make the right call when needed.
Delegate Authority: You don't want to be asked EVERY possible question that will arise on the day EVERY single time, so empower team members to make smaller decisions within their areas of responsibility but help them understand when to delegate to you.
Stay Calm: Event planning can be stressful, especially when you're managing hundreds of attendees and demanding clients. It's important to maintain a calm demeanour, even when things go wrong, to keep your team and guests reassured. You might not feel in control, but you need to look like you are. If you look like you're unravelling, things can quickly spiral.
9. Monitor Social Media
As I just touched upon, social media can provide real-time feedback on your event, both good and bad!
Monitoring social media allows you to address any issues quickly before they go viral (just ask Glasgow's Willy's Chocolate Experience) and engage with your audience.
- Actionable Tips:
Designate a Social Media Monitor: Assign a team member to monitor social media channels for any mentions of your event. If you've got a hashtag for the event, make sure they're searching on that, but not ONLY that. Don't ignore other keywords.
Engage with Guests: Respond to posts and engage with attendees to enhance their experience.
Address Issues: Quickly address any complaints or issues mentioned on social media. If they like something, say thanks, If not, investigate and respond. Remember, stay professional, no matter how scathing the criticism or glowing the praise.
10. Document the Event
Documenting your event through photos, videos and written notes can provide valuable insights for future events.
It also helps create promotional material and share your success with stakeholders, especially if the event will run again next year.
- Actionable Tips:
Hire a Photographer/Videographer: If budget allows, hire a professional to document the event. If you're doing that, let attendees know. They may not always want their photo taken. One idea might be to have a small, coloured sticker on their name badge that lets the photographer know they don't want to be included.
Take Notes: Keep detailed notes on what worked well and what didn’t for future reference.
Collect Feedback: Gather feedback from attendees and team members to improve future events. Their perspectives will differ but will be equally valuable to you.
Bonus Tip! Post-Event Debrief
These 10 tips cover the event whilst it's taking place, but that's not where it ends.
Once the event is over, a thorough debrief is essential to understand what went well and what could be improved. This is how you learn, you grow and become a better event planner.
This debrief helps in planning future events, develops deeper relationships with clients and continuously improves your process.
- Actionable Tips:
Team Meeting: Hold a meeting with your team to discuss the event and gather their feedback.
Analyse Feedback: Review feedback from attendees and identify common themes or issues.
Create a Report: Compile a detailed report on the event’s successes and areas for improvement. If not for yourself, but for the client too.
Conclusion
“Whoever can be trusted with very little can also be trusted with much, and whoever is dishonest with very little will also be dishonest with much." - Luke 16:10
Executing a successful event requires meticulous planning, effective communication and the ability to adapt to unexpected challenges.
By following these tips and maintaining a proactive and organised approach, you can ensure your event runs smoothly and leaves a lasting positive impression on your attendees.
Remember, the key to mastering event day is in the details, the team you build and your ability to stay flexible and calm under pressure. Happy planning!
I hope you enjoyed the hints and tips and that they've be useful for you when planning your next event. I'd love to know what you think. What do you think are the most important factors on the day of an event? What do event planners too often forget? What do you think makes for a successful event? as an attendee? Let me know in the comments below.
If you need an experienced hand when it comes to planning your next event, then P45 Consultancy can help! Just get in touch using the form below and a member of our team will get right back to you.
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