The final days before it all happens, those in which a tiny mistake can land you into panic station. Here is a guide to help everything run smoothly:
Start with people and numbers. Check with final numbers, including all speakers, VIPs and crew. Brief with ‘what to expect’ emails including arrival time, address and parking / public transport help, dress code and emergency contact numbers for the day. For help with Corporate Event Management, visit Parallel Blue, providers of Corporate Event Management services.
Next, confirm the venue details. This includes checking access times for set up and take down, how are you loading in, room layouts to make sure registration is sitting where it should be. Check signage locations are agreed and you know who will be there to open up when you arrive.
Then move to suppliers. Double check orders for catering, delivery of AV to the venue and hook up times on-site (if required), seating arrangements if applicable, florals/theming components and any other branded materials. Review status of payment and supplier invoices with onsite contact person for everyone. Double check subcontracting – If anyone is subcontractor, ask names and mobile numbers.
AV equipment should get their own check. Check microphones, screens, clickers, Wi-Fi spec and any video or music requirements. You should gather all presentations in one place, test them and have backups (on USB key and cloud). Send the running order to your speakers and remind them of timings.
You then share your running order and plans. Make a one-pager with important contacts, times and the contingency plan (speaker running behind, supplier unable to attend, medical issue). Print it. Pack necessities; tape, extension leads, chargers and pens etc. Pre-print badges as well likewise prepare a little first aid kit just in case!
By checking for two hours in every pipeline deployment, you save yourself from having to fight fires all day.
