Monday, 29 July 2013

Walk-throughs before Your Next Event

Incepted in the year 1992, Plan Ahead Events is a premiere event marketing company, providing a wide range of services to ensure that every campaign, event, or meeting is a complete success. 

Event planning is not rocket science, but it does require good planning and constant attention to detail. If everything goes well, it will make your event a perfect talk of the town event, on the other hand if something goes awry, it’s a public display of failure. A great way to mitigate these problems and issues is doing a last minute walk-through of your event prior to its start. Here are a few things that you should keep in mind while completing the walk-through of your event.

·        Create an Event Bible
It is always good toput together a simple binder with all of your vendor contracts, extra copies of the floor plan, and a cheat sheet of contact information for easy reference in order to avoid last minute stress.

·        Do a mental walk before the actual walkthrough
Before the actual walkthrough, mentally walk through every minute detail of the event, from set-up to break down. You’ll be surprised how many last minute tasks you catch. To make your task simpler you may consider hiring a good corporate meeting planner.

·        Have onsite support systems in place
Having expert technicians in the room will allow any problem to be handled effectively and efficiently. The key is to have a communication process to solve issues quickly and with minimum session disruption. It is always a good idea to have back up equipment and supplies onsite, in case of equipment failure. 

·        Consider what might go wrong
Make a list of different scenarios, how things could go wrong and what you would do to handle them. Doing this can save you from last minute embarrassment. 

·        Necessary materials should be in place
Carry a list with you and make sure that all the necessary things are in place at least a day before the event.

·        Send Reminders
If you have already sent reminders to people, send them out again the day before to confirm their attendance.

·        Other important things to remember
Some other things that you should keep in mind are:
1.     Bring extra of everything.
2.     Have volunteers on hand.
3.     Make sure your people are prepared to handle politely hot headed people.
4.     Create a detailed list backtracking every task that needs to happen.
5.     Most important. Keep calm and relaxed. 

Planning events can be a daunting task. Even a small mistake can ruin the image of your company. This is the reason why an increasing number of companies are realising the importance of hiring professional Event Management Company for their events.
Plan Ahead Event management company will not only make your job easier but can also help your event become perfect talk of the town event.

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