After months of planning, it’s finally go time. The days leading up to your event are all about execution—from setup and signage to final walkthroughs and team alignment. Before the actual event, it is crucial to focus on detailed planning and coordination, ensuring clear roles, defined budgets, and clear communication among all involved to set the stage for a successful outcome. This guide will help you navigate the final stretch with confidence, making sure no detail is overlooked as your event comes to life. Be sure to consider all aspects of event management, including defining responsibilities, managing logistical elements, coordinating with vendors, and addressing venue facilities, transportation, catering, and technology. Creating a detailed event plan with timelines, materials, and staff coordination is essential. Additionally, maintaining clear communication among team members, vendors, and sponsors will help ensure smooth coordination and prevent confusion throughout the process.
Plan to arrive at least one day prior to the conference to handle pre-event coordination and set-up. Add additional days into your contract for larger events requiring more set up time. Allow also for potential travel delays.
Effective logistics planning is essential for organizing a successful event. Leveraging event technology and event management software can streamline processes, automate tasks, and improve overall efficiency for both the event manager and the team.
Upon arrival, walk through the venue and locate or re-familiarize yourself with:
Consider using messenger apps to create communication groups for real-time updates and clear coordination among team members during setup.
Identify and introduce yourself to venue and vendor staff
Review any outstanding action items with venue staff and vendors to prepare for Pre-Con meeting
Check on any VIP arrangements (room drops, early arrivals, suite upgrades, etc…)
Locate, have delivered and unpack any materials shipped to the venue
Set up the registration area (see Onsite Registration Checklist), ensuring the registration process is clearly defined and that registrations are managed efficiently using event management software or other event technology solutions.
Conduct staff orientation and training, if necessary, with the event manager organizing and overseeing the process to ensure all team members are prepared for their roles.
Supervise set-up of A/V, Exhibit Hall, meeting room arrangements and décor
Schedule speaker rehearsals (if not already done previously)
Check conference printed and digital signage and reader boards for accuracy of information and proper placement
Conduct pre-con meeting with venue staff and key players
Selecting the right venue is one of the most crucial decisions in the event planning process, as it sets the stage for the entire event experience. Event planners should begin the venue selection process by considering key factors such as location, capacity, amenities, and how easily accessible the site is for attendees, vendors, and staff. A thorough site visit is essential—not only to assess the venue’s layout and flow, but also to evaluate the quality of audiovisual equipment, storage facilities, and available equipment rentals.
During your visit, discuss details with the venue staff regarding catering services, security measures, and any unique requirements that align with your event’s unique selling point. Effective communication at this stage ensures that all logistics are addressed, from dietary requirements to the placement of registration materials and signage. It’s also important to consider the venue’s flexibility in accommodating last-minute changes or unexpected challenges, which can be critical for seamless execution.
Careful planning and attention to detail during venue selection can make a significant difference in the success of your event. By choosing a venue that supports your event plan and enhances the attendee experience, you lay the groundwork for a memorable and well-organized event.
and vendor coordination to venue facilities and technology. It is also important to review the estimated budget and benchmark figure for the event to ensure financial preparedness and to share these figures with stakeholders.
Prior to the event, the venue will create an Event Resume and Banquet Event Orders (BEOs), which compile all the details of the entire event, including:
Description of the conference, audience and host group
Final agenda
Rooming list, including:
Amenity and room drop deliveries
Food and beverage selections and details and final guarantee
Allergies or dietary requirements of attendees
Audiovisual needs
List of authorized decision makers and approved signers to the master account
Security plans
Transportation plans
Décor plans
Shipping and receiving plans and loading dock schedules
Registration plans
Contingency planning for unforeseen issues, including backup strategies and communication protocols with the team and vendors, is also discussed to ensure the event runs smoothly.
Convention Services Manager (venue)
Sales Manager (venue)
Reservations Manager (venue)
Housekeeping Manager (venue)
Front Desk Manager (venue)
Banquets Manager (venue)
Chef (venue)
Audiovisual/IT Representative (venue)
Security (venue)
Conference planner (group)
Other key contacts (group)
Critical outside vendors (e.g. decorator, A/V, production company, etc…)
Business cards
Contact information for yourself, your onsite team and your hired vendors during the conference
Last minute questions or concerns
List of final changes
Banquet Event Orders (BEOs) for final review
Introductions
Overviews of the conference, host organization and agenda
Review of the conference resume and BEOs
Final changes
Mention of you or your clients expectations from the venue staff and any special notes
Awareness of any other events happening in the venue during your conference
Security and safety are fundamental components of event logistics and must be prioritized throughout the planning process. Event planners and the event management team should ensure that the chosen venue is equipped with robust security measures, such as CCTV cameras, trained security personnel, and comprehensive emergency response plans. It’s essential that the venue is easily accessible for emergency services and that clear evacuation procedures are established and communicated to all team members, vendors, and attendees.
Protecting valuable materials, equipment, and storage areas is another key aspect of event security. Work closely with venue staff and vendors to implement protocols that prevent theft or damage, and ensure that all security measures are clearly communicated to everyone involved in the event.
A well-developed contingency plan is vital for addressing unexpected incidents or emergencies. The event management team should regularly review and rehearse these plans, ensuring that all team members understand their roles and responsibilities. By integrating effective communication and proactive risk management into your event plan, you can create a safe environment that supports a seamless and successful event for all participants.
Create a daily timeline listing your team members and their onsite duties
If using volunteers or additional hired staff make sure they are at their designated posts on time
Check in with any outside vendors to be sure they are on schedule for deliveries, transportation, pick-ups, etc.
Place signage each day and ensure hotel reader boards are accurate
Check room set-ups one hour prior to meeting start time to ensure they have been set per your request. If possible, have rooms set the evening prior to your start day
Check all audiovisual equipment prior to meeting start time to make sure it is working properly and any operators are in place and have program information
Plan a rehearsal the day before each General Session and involve any key players necessary (emcee, speakers, award winners, entertainment)
Check room temperatures – adjust if necessary
View the meeting rooms through the eyes of an attendee. Can they see and hear, and are they comfortable?
Make sure all presenters are in their meeting rooms at least 30 minutes prior to start time
Ensure all décor and food and beverage are delivered on time and consist of selected items; it is standard practice for food and beverage to be set out 15 minutes prior to the time listed on you banquet event order, however, the set up for the food should be placed prior to the 15 minute window
Request headcounts from Banquet Manager after each meal function to create a history of actual attendees served
Review and sign banquet checks at the end of each day, noting any added items and consumption costs
Verify that arrangements are in place for the next meal, session, activity, etc.
Conduct staff and client briefings as necessary
Troubleshoot any situations as they arise
Incorporate end of day wrap up meetings with key players to discuss the day and what to expect in the following days
Make a list of service issues, complaints and concerns for later negotiations and post-conference meetings
Review daily lodging no-show and pick-up lists from the venue
Sign off on audiovisual checks each day, noting any additions or changes
Conduct or schedule a post-conference meeting with the venue and client. Use this opportunity to gather feedback and review analytics, which can provide valuable insights to improve future events.
Collect any materials you wish to save for archives or donate to a local charity.
Pack and ship materials. Coordinate the final breakdown of equipment and materials with vendors and venue staff to ensure a smooth and organized conclusion to the event.
Check in with venue contact before you depart.
Consider giving gratuities to individuals who were particularly helpful during your event. Be clear on the venue’s policy on gratuities, whether salaried staff can accept gratuities. Understand who the recipients are of any contracted gratuities and service fees. Keep a list of helpful staff throughout the event, to make this process easier at the end.
Consider giving gratuities to:
Request a cash advance against your master bill for gratuities, be sure to keep a record of the total amount and how it was distributed. NOTE: some hotels will not allow this - you can ask about this in advance or during the Pre-Con.
Bring some blank note cards with you in order to write handwritten notes to the recipients, these may also be written in advance.
You may also consider giving leftover T-shirts, tote bags or other goodies from the conference instead of or in addition to cash
Arrive early
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