Few hardened event management professionals would disagree that if something can go drastically wrong, with an event, it probably will. So careful planning is the foundation to build upon.Event Management is essential for any size meeting. It is extremely rare for an event to pass off without throwing up some sort of problem, small or large. But as launch day draws ever closer, the main factors need to be considered to ensure attendees have a rewarding, positive experience.
Many events trip up on the simple hurdle of assumption. They walk straight into that paradoxical trap which is often a by-product of meticulous research, planning and consultation in the early stages. That’s to say, just because the planning’s faultless, it doesn’t mean that an event can’t still fall flat on its face just because “everything’s been planned”.
That’s why the phases of launch, execution, and finish require and demand precisely the levels of planning, communication and management as the earlier planning stages. Something you need a professional to be concentrating on at all times, allowing you to focus on content and attendance.
Risk Management & Contingency
Event Managers will literally walk the team though the event and venue in the lead-up and brainstorm.
At the simplest level, they won’t simply presume that because it’s summer it won’t rain heavily just as delegates begin to arrive. Staff will be ready with dozens of (branded) umbrellas, to usher guests in comfort from limo or taxi without getting drenched.
They will know the exact location, postcode and access in case of emergencies.
Attendee Event Experience
Delegate’s lasting impression is more important than their first.
A positive lasting impression starts with event staff training, briefing and communication.
From the very instant a delegate asks where the cloak room is to the moment they leave, it’s the Event Manager’s responsibility to make sure that the event forms a lasting positive impression. Many features of that experience may have been taken care of in the planning process, but open communication and searching for problems before they arise is essential.
It will be considered whether streamlining any registration process by digital pre-registration and scanning, with additional staff would increase efficiency.
Regular Communication & Hourly Up-dates
The team and event staff will be updated and reviewed on an hourly basis, seeking up-dates and solutions to problems before they arise.
Finish As We Began: Efficiently.
By the time the event begins to draw to a close, the work’s been done and it’s been a resounding success.
Event staff briefings will reiterate that the warm welcome on arrival has to be repeated for departure. Guests all want to get home on time and happy. The event specifics and what they take away (whether it’s sales leads or goodie bags full of baked goods), will be what ices their cake and adds the cherry.
LAUNCH, EXECUTION, FINISH
The three overriding principles behind the event are launch, execution, finish.
Together we’ve done it! Planned to precision. Happy delegates = Success