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5 Essential Factors for a Powerful Event
Very few professionals in the event management industry would oppose to the notion that if something has the ability to go drastically wrong, it most likely will. They would also admit that it is particularly rare for an event to close without some sort of hiccup along the way. So what are some of the key factors to consider as the launch day approaches? How do you ensure a rewarding experience for the attendees?
1. Contingency & Risk Management
It’s imperative that you walk your staff through the venue and schedule during your initial meetings. If you can collectively come up with different scenarios that may cause a problem, you will also come up with the solution. Planning potential problems ahead of time and brainstorming ways to resolve them quickly will reduce the collateral damage. From what the weather may cause that day all the way to resolving transportation mishaps should be pre-planned and documented.
2. Multiple Redundancy & Power Generation
The venue is booked, it’s been recommended for years by well-known companies, so you figure there’s nothing to worry about, right? Wrong! Specifically if it’s in a multi-room environment, things like temperature control may be of concern. There are various types of equipment to choose from that will have a temperature control feature. It’s important to have a backup plan for temperature despite the central system that the venue may offer. The last thing you want to find out during the event is what happens when the AC or heat stops working.
There are a variety of contractors that can deliver backup power units as well which is vital in a corporate event because so many devices are dependent on the power working at capacity. In fact, the entire event is dependent on it so it would only be wise to have a plan in place.
3. Full Attendee Experience
The last impression that the attendee takes away from an event is just as important, if not more important than their first impression. The impact starts in the manner in which your staff is trained and the ease of communication. Visually and verbally plan the full experience as if you were an attendee. From the moment you walk in by coat-check to the exit after the close of the event, you want to see where there is room for improvement and what may cause an issue. Fix it now, not later.
4. Launch. Execution. Finish.
Your staff must be aware of the fact that as an event manager, you will be checking up them on an hourly basis. You will be requesting updates and requesting a list of problems and their solution plan. Delegation works both ways so have them embed the launch, execution, finish, motto into their minds.
5. Finish as you started.
By the time the events starts to come to a close, you want to think that your work is done, and all has been a success. You’re only partially right. You must make it clear when briefing your staff prior to the event that the warm departure must be similar, if not warmer than the welcome. How your guests get home is vital to the full experience.