We know that when it comes to preparing for an upcoming event, tasks can easily start to accumulate and the overall experience can become overwhelming at times. That is why we have come up with a strategy to assist you in your next event managing and planning stages. By using this guide you will learn some of the most frequently used practices throughout the industry along with some of our personal favorites that we implement in our day-to-day here at our Everlast Productions office.
Clients & Contracts
First things first, before entering an agreement with your client. You may want to set some ground rules to cover details usually overlooked when finalizing a contract. To always keep a realistic scope of the workload ahead it is best to address any last-minute changes in writing. For example, it would be within your best interest and the greater good of the project, to make the client aware of any additional fees or charges when it comes to making adjustments to the event from one week out, one to four weeks out, and even one to three months before the event. This will help the client get all their ducks in a row at the beginning of the event planning process. Another way to assist you in the organization process is to send out reminders for important deadlines to your event partners, sponsors, and teams. Never be caught by surprise again when it comes to meeting a deadline. When it comes to vendors, especially ones that you are using for the first time. It is important to make them responsible for delivering what was sourced out, as you are responsible for delivering a complete and event worth of your client’s time and money. That is why implementing late fees to vendors for not delivering on time will make them conscious about how they will handle your project’s needs. While we are on the vendor subject, it is also good practice to have a backup plan. Be sure to receive document requirements, timing, and order process forms, from at least three different vendors to have as a backup plan.
Preparing for your next event can be achieved in many different ways, one of our in-house fan favorites is test driving your newer staff members on smaller events. This will help them get some experience under their belt before placing them on call sheets for larger or more important events. Training your staff is nearly as important as test driving them. Training videos covering machinery use, procedures, and safety guidelines can help greatly increase your team’s efficiency and knowledge. Having these training resources available to your staff will help address any confusion or concerns before they even come up. In addition to having a capable fully trained staff, another helpful tool to have is a well-prepared schedule. Having a highly detailed layout for your day blocked out in either 15 or 30-minute segments will help you get a scope of what your daily tasks should be. While you are creating your daily schedule be sure to block out time in your public calendar to avoid interruptions during your crunch time hours. Keeping track of your daily tasks will also help you identify flaws or weak points in your current workflow or process, pay attention to how much time you are spending on tasks that could be sourced by other staff members, and seek out assistance when needed. Keeping track of your daily tasks will also help you identify flaws or weak points in your current workflow or process, pay attention to how much time you are spending on tasks that could be sourced by other staff members, and seek out assistance when needed.
Once your event date approaches, be sure to have an expectation task list for your staff and even volunteers along with a detailed event schedule. You do not want to dedicate any time to micromanaging staff members or answering questions that could have been addressed beforehand. More ways to maximize efficiency during your event can include attendees themselves, think of ways to make tasks for your guests as simple and painless as possible. By having a website dedicated strictly to the event, you can save confusion on where to find information relevant to your event such as maps, videos, schedules, live stream links amongst others. Here you can also automate the check-in process by dedicating a portion of the website for the event log-in credentials. Another method to maximize the use of your custom-built site is to create a FAQ and Q&A sections for attendees to have a point of reference to check when any questions may arise. Creating polls and questionnaires after and during the event will also help you receive feedback on the event straight from the best source, your attendees.
Now you are ready to tackle your next event! Consider the advice we have shared with you and your event will surely be a sight to behold. From preparing your contract with vendors and clients to getting your staff ready by setting up schedules and training material to even creating a custom web-based portal for your event, you can count on Everlast Productions to be your number one partner on your upcoming event! Contact us via the contact page to speak to one of our knowledgeable account representatives to get started today!