There are a ton of big and small details for any event, here is our list of tips for avoiding last minute surprises and to insure success:
1.) Weather – Outdoor event contingency plans, secure indoor backup location, tents available, flexible schedule.
2.) Emergency Protocols – Have first aid kits, on-site medical staff, and clear communicated emergency procedures.
3.) Last Minute Cancellations – have a list of alternate speakers, vendors, entertainers, etc.
4.) Last Minute Registrations – either stick to your original list or order a few extra meals and chairs
5.) Guest Arrival Flow – arrival experience is essential, this includes clear signage, well-staffed check-in areas, and a welcoming atmosphere.
6.) Accessibility – ensuring inclusivity and accessibility is crucial so all guests are and feel welcome.
7.) Allergy and Dietary Restrictions – clearly label any dietary accommodations and have a variety of food options.
8.) Parking – adequate parking or valet with clearly communicated directions is significant to the guest experience.
9.) Entertainment – consider entertainment for any down time or to bring a big draw to something more low-key.
10.) Technology – have backup equipment (microphones, projectors, adapters and confidence monitors for presentations, extension cords), know the WiFi password if available and where the outlets are!
11.) Name Badges – print in alphabetical order and print extra blanks, if you can print on-site, even better!
12.) Factor in Additional Fees – additional costs vary by state or venue, double check any additional food or beverage taxes, some add 10-30% that you need to budget for. ALWAYS DISCUSS TRASH WITH YOUR VENUE & VENDORS!
13.) Staffing – make sure you have enough staff to mange various areas and aspects.
14.) Print outs – Have hard copies or agendas and run-of-show, even if going paperless, someone always asks.
15.) Vendor Meals – make sure vendors have a scheduled meal break or opportunity to eat if event is over 4 hours.
16.) Cell Phone List or Group Chat – make sure staff, vendors, speakers are connected, we start a group chat the beginning of each event !
17.) Attendee Satisfaction Survey – gather feedback from attendees, suppliers, and team members.
18.) Signage – make sure you have plenty of signage, starting in the parking lot, registration, hallways, bathrooms, wifi, include event hashtag on all signage.
19.) Peer Review – have a teammate or friend look over the plan and information to make sure you are relaying the information in an understandable way.
20.) Gratitude and Farewell – thank attendees for coming, have a goodbye favor station, or fun exit to make a lasting impression!
