When it comes to planning a large professional event, the devil is certainly in the details. An event team becomes increasingly busy as the deadline draws near – until it’s easy to overlook those easy-to-miss steps, the little things necessary to make every event work smoothly. One of the services Fourth Wall Events offers is making sure that these key details don’t go unnoticed – key details like these!
1. Setup for Equipment at the Venue
There’s a small but very important stage where equipment has been transported to the venue, but hasn’t been setup in the venue. Who is going to take care of this step? What workers are in charge of it? Do they have the necessary dollies and handcarts to transfer everything safely? Do they know how to set it up properly and in the right places? It’s very important to have a clear plan for this setup stage, and the right transportation solutions to get equipment off the trucks and into the right rooms.
2. Catering Requirements
Catering requirements aren’t just about picking items from a menu and placing an order: It’s worth considering the attendees and their nationalities/backgrounds when make food-related decisions. Do you need to make room for allergies, religious obligations, lifestyle choices like veganism, or other factors? It may seem like a smaller matter, but your team will be very grateful that you thought about these key details beforehand.
3. A/V Compatibility
In a perfect world, all electronic devices would work with all audio and video connections, and there would never be a formatting problem. We don’t live in a perfect world: Make time to research the venue on the ground level, find out what sort of connection options and A/V equipment it has, and make your own presentation plans accordingly. On the way, you may want to note where most of the venue outlets are located!
4. Security and ID
What is security going to be like for your venue? Do you need to hire outside security services? Will some areas be restricted? Situations like these mean that you will need at least a couple different levels of ID that you can issue to workers, attendees, and event planners. Don’t leave this step until the last minute – that leads to more chaos than security.
5. Liability Issues
Say an employee for your company is setting up for a venue and falls, hurting themselves. If that injury ends up being serious, who is liable? Should you have the employee sign a liability waiver – should the venue? Should you have had everyone sign release forms for this? What about attendees? These are not questions that you want to ask just before an event begins. Know liability requirements and have a plan in place before anyone starts setting up.
6. Shepherding Attendees
Since the event team is involved in planning and setup, it’s easier for them to remember where everything is – not so much for the attendees. It can sometimes be difficult for event teams to set up appropriate pathways, signs, and indicators to help out attendees. This is an area where the experience of an event planning agency can come in particularly handy: Those who attend need to know exactly where to go for presentations, where the sponsors are, where mobile device charge stations wait, and – of course – where the nearest bathrooms are located.
7. On-Site Communication
From walkie-talkies to announcement systems, a large event needs a way to communicate both privately and publicly with a number of people at the same time. Don’t forget the key details of often-overlooked communication between event staff.