Finally, all the planning is done and it’s time to put into practice what you have planned.
Pre-Event Actions
Have phone numbers of key staff, hotel contacts handy
Designate staff to handle social media
Arrange transportation, lodging for speakers, VIPs
Cell phone numbers of key staff and hotel contacts
How will your staff and hotel/venue staff communicate with each other
How will you communicate with your attendees
Designate staff to handle social media
Volunteer duties and schedule
Event schedule
Transportation and housing arrangements for speakers and VIPs
On-Site Event Actions
Registration/check-in area is well-staffed and organized
Directional signage is in place
Company displays are in place
Marco Promotional Products in their article entitled You’ve Been Asked to Plan an Event. Now What??, states that you should:
Room setup is correct—theater, classroom, banquet style, etc.
Stage Risers are in place
AV equipment and Wi-Fi is working properly
Registration desk has sign-in software pulled up
Name tags or badges are arranged alphabetically for guests to grab on their way into the meeting
Registration packets are displayed, as well as any welcome gifts, such as imprinted pens or personalized conference totes
Directional signage is in place
Flip charts are set up with markers
Buffet setups and linens are set appropriately
Lobby area and restrooms are clean and stocked
Company displays or marketing materials are in place
Post-Event Actions
You'll want to conduct a post-event survey of attendees, staff, partners, sponsors, etc.
Tumisu/Pixabay
Finally, the event is over but your work is not done. Make sure you don’t forget the post-event action items listed below:
Improving your logistical operations
Any areas that may affect the attendee experience
Send "thank you" notes to everyone who helped make the event happen.
June Laves/Pixabay
Focus on logistics and improving processes
Focus on what can be done to improve the content of the meeting or event
Focus on attendees to find out what worked and what didn’t
Additional Resources
- What Are Pre-Con Meetings? by Rob Hard
- You’ve Been Asked to Plan an Event. Now What? – Step 22: The Secret Cheat Sheet for Every Day Preparations (February 2016) Marco Promotional Products - http://www.marcopromos.com/
- 21 Survey Questions To Ask After Your Event, Eventbrite
- EventMB: 45 Critical Questions for a Successful Event Debrief
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