Tickets? Check. Beach towel? Check. Sun block? Check. You leave the house, you’re half way to the car and then the penny drops. You forgot your Passport. We all forget the obvious or important sometimes, especially when you’re an event manager and have so much information in your head. But don’t worry, event the most experiences of event professionals can get so wrapped up that they forget something!
We here at Hippo find the best methods are to vocalise your check lists – run it by a colleague for example. Afterall, two minds are better than one. Nonetheless, we’ve put together the below list to help you with your planning, highlighting some of the perhaps less obvious elements you may forget to focus on or remind yourself of when organising your event.
1. The Purpose and objectives of the event
Ask yourself, ‘why are we holding this event?’. One of the most common mistakes made is thinking an event is wonderful idea, but not truly understand the purpose of the event or what the overall goal is. There needs to be a clear business reason to holding an event – but more so, if you do that the perfect reason, then it’s remembering that. Keep this at the forefront of all your decisions, from food and beverage to layout and set design. Try to check in with yourself every couple of weeks and ensure you are ticking the boxes to achieve the objectives set out initially.
2. Putting yourself in the delegates shoes
It’s so easy to get bogged down in all the organisation and countless emails, just trying to keep your head above water more than anything else. When you work in this way it’s too easy to forget to take that step back and reassess. Each decision you make, consider how the delegate will see it. Remember, they may see things differently to the organiser who knows the ins and outs of everything.
3. Bringing Items On Site
Crew clothing? Tick. Signage? Tick. Delegate badges? Tick. The obvious are not those which are regularly forgotten, but it is the not so obvious which are. Think ahead with a focus on you, your crew and what their tasks are. Will you need an extension lead / adaptor for all their laptops? Will you need to laminate anything? Will you need highlighter pens? Will you need a spare laptop? What about some extra snacks for the crew who may not be able to eat during the break times? Think about the small items – they may seem trivial, but imagine how much easier your life will be not having to sort these things out on site, leaving you to concentrate on the logistics and your role.
4. Digital Connections
Such a vital part to any event, yet so rarely checked out. Wi-fi connections are essential to business events, so first and foremost consider your wi-fi requirements. If you are streaming content, you’ll need a faster connection. If not, what will your delegates be using the wi-fi for? Additionally, it’s amazing how many events we’ve attended and the wi-fi password has not been distributed. Display it and/or announce it. Our suggestion is to do this on registration.
We’re not talking about the obvious here, everyone knows you have to collaborate to organise an event. However, have you considered how your event team is going to communicate on site? Walkie-talkies are by far the most effective. They’re discrete, instant and allow your whole team to be privy to team conversations. Sure, you can ring a mobile phone or even create a group on an App, however this does create some issues. Firstly, it can look unprofessional being on your phone and secondly it is easy to miss messages by simply forgetting to check your phone (they should be kept on silent as sessions are taking place!).
You’re working 6 days a week, in first to the office and the last one to leave at night. You’re exhausted, but you ‘have to do it to organise the event’. Events Management is meant to be fun, so keep delegating and manage your time as best you can. Stress only motivates up to a point, and thereafter can negatively affect performance. Give yourself enough down time to relax and take your mind off things. Don’t forget to do this!
I’ve left this one ‘till last for a reason. Although perhaps not necessarily a ‘forgotten’ element, it is certainly one which doesn’t get prioritised. Following an event there should always be a debrief. Certainly this should take with within your team, but it can also be beneficial to do this with any key suppliers too (e.g. venue / AV). Try not to put it off. The most effective debriefs are those conducted within 24 hours of the event. Find out what worked and what didn’t in your event planning so you can improve for your next event.
We’re here to help! Please don’t hesitate to contact us for any event requirements. Hippo.