Posted On Jul 27 2021
Hosting the perfect event can be a struggle. Though every event manager aims to host the perfect event every single time, sometimes, events can fall short due to management failure. Snags can pop up, and issues can ensue. With proper event planning and logistics management, you can plan and host the perfect event.
What is Event Logistics?
To put it simply, event logistics is what makes it possible to hold the event in the first place. This includes hiring people to work in the event, venue selection, creating and selling tickets, and more. These small factors go into planning any large or small event and every single aspect of your logistics is as important as the next. Take some time to make sure you are using proper event logistics to complete your event without a hitch.
Event Planning Stages
Pre-Event: The Homework and Brainstorming Sessions
1. Clarify Event Goals and Create an Event Value Proposition
The first thing you need to do before you even book your first employee or your first vendor is to clearly and concisely outline the event goals and create the event value proposition. It will help you smooth out your event planning direction. Having a clear direction makes it clear what you need to do. And makes proactive choices simpler as well. Your event value proposition helps you determine how much the event needs to make and how much you are willing to spend.
2. Assign Team Members
The next step is to find a team and assign tasks. You might feel tempted to handle everything yourself, but working with skilled people can help cover the entire event smoothly. Assign tasks to team members that they can handle according to their skills and help the event become a success.
3. Create Signage and Promotion
After you have done the basic event timeline, you need to create an effective promotion plan. Work on your promotions both digitally and physically through signages. How do you intend to promote the event? Are you going to use online advertising? Do you want to put up posters or send out flyers? These are all things that you should be considering. You can also use this step to choose an online ticketing system to ease the ticket selling process.
4. Clarify Expectations with Vendors
Your vendors are a big part of your project. So clearly define their role and what you expect from them to make your event smoother. Talk with your vendors one on one to see just what they expect and what you expect as well so that you can define terms and get the ball rolling. Clearly outlining what is expected of vendors not only makes it easier for you, it also helps your vendors to complete their tasks on time.
5. Work on Customer Service
The last thing you need to work on before the event gets underway is your customer service. Your customers are what makes an event, so make sure you have people that can help resolve customer issues. Solve their concerns with things like ticketing, event details, refunds, and more to keep your customers happy.
Day of the Event: Working on Streamlined Logistics
6. Schedule a Run-Through
The next phase of your planning should focus on the actual day of the event. Taking the time to do a practice run is always a good thing as it can help solve any issues before they become any bigger. Make sure you set aside time to do as much practice run of the event as possible to help prepare you and your team.
7. Assign Team Member to Troubleshooting
You should also assign one team member the role of troubleshooter. Rather than having ten people working on one problem, have one person that handles all issues. It can help you to make sure the problem is addressed and fixed with more accountability and not going to hamper the whole event.
8. Make Sure Attendees Know who is On the Team
Your team should be easy to identify to the attendees. This will help them find the concerned person quickly to resolve issues and help them have a better time. Consider a uniform or some sort of identifying an item that unifies support staff and makes it easy for the people at the event to see them.
Post Event Follow Up
9. Stay Until all the Vendors are Gone
Even when your event is over, you should still stay on the scene until the last vendor leaves. This professional courtesy also helps you create a good working relationship with your vendors. Stay around to help them pack up and to answer any issues they may have.
10. Post-Event Surveys
After your event is over and all the attendees are leaving for home, you can conduct surveys to help you determine what you should do more to make your events better in the future. Surveys are a fantastic way to get people involved and make the improvements process easier overall.
Host Your Next Big Event Without Any Hassles
Management is the foundation of event logistics. Every event is different and requires a personalized approach. It's pretty common to make mistakes in event logistics, communication, and time management. An event management software can help you manage it better. Eventmie Pro helps you simplify event logistics by handling the entire process from beginning till completion. Managing event logistics requires careful and constant monitoring. Use Eventmie Pro for flawless event execution and improve the event experience.