As event organizers, we know you have a lot to think about on the day of your event. The list goes on and on.
You can never be too prepared, so we decided to ask our Event Operations experts to share some of their best advice. From venue operations to general security procedures, these tips will help make your event day a breeze.
Strategize event details with the venue. If you’re using an outside venue for your event, make sure to establish an open line of communication so there are no surprises on event day. Confirm the venue’s rules are aligned with your event’s attendance, security, check-in procedures and concessions.
Clearly explain event security rules. To avoid turning away angry attendees, send a reminder in advance with your event’s specific security rules. If large purses or backpacks are prohibited at your venue, alert guests so they know exactly what they can bring inside.
Manage attendee traffic with visible signage. Strategically place easy to read signs inside and outside your event to direct attendees to entrances, exits, VIP areas, bathrooms, bars, first aid, etc. This will help avoid having to give directions, so you and your staff can focus on what’s most important.
Confirm all equipment is working properly. Make sure your admissions tools and systems are in good working order. Try a few check-in trials beforehand, and don’t forget to check your communication infrastructure by troubleshooting your hotspot or Wi-Fi connection. Remember the best way to be sure is test, test and test again!
Provide staff training. Before event day, train your staff on all event standards and procedures. Offer instructional trainings on how to use any ticketing equipment involved (RFID, scanners, credit card machines), and help prepare your staff to handle stressful or unusual situations like unauthorized entry.
Hold a morning meeting. To make sure your staff is prepared, schedule a meeting on event day morning. Have everyone arrive early so you can go over the details and address any last minute questions from your staff.
Have essential equipment and supplies. It’s easy to overlook key items that are crucial to event operations: power, food and water. Remember to bring extra chargers for equipment and cell phones. Always have enough bottled water and snacks at each gate or entrance so your staff can remain hydrated and energized throughout the day. The last thing you want is a low energy staff!