In order not to fail or get frustrated in the planning and execution of any type of event, be it a conference, a launch, a massive show, it is necessary to have some guidelines to follow and to be very clear about the schedule of what we are going to do.
First of all, we must have the teams that will perform in the assembly of the event. These will vary in each case, administration, hiring, finance, marketing, etc. Each one will have very specific functions but they will definitely work together.
Having the equipment available, we need to establish the dates and the place where our event will take place. We must take into account climatic variables, holidays, days of the week, schedules, or any other element that could make our event not go as planned.
Many times we take for granted some facts that can play against us if they are not taken into account in advance, for example, the location, is it easily accessible? Do you have enough accesses? What is your capacity? emergency exits?, and what happens with the suppliers? Do they have exclusive access?
With this in mind and resolved, we can just think about the artists or exhibitors, adjust our dates to their agendas, know their requirements and not only those of hiring but, also, the demands they will have once they arrive in our city: lodging, transfers, food, security so that the participants are comfortable.
In parallel, our team must already be marketing everything that has to do with advertising, dissemination, sponsorship, and the same tickets for attendees. Set, if they wanted to, different marketing stages, dates for discounts, etc.
Once the latter is resolved, we move on to the suppliers who are a fundamental piece for the assembly of the event. We must bear in mind that they may be related to the technical requirements or personal demands of our artists, although we may also have suppliers who are clients at the same time, for example, foodtrucks, where they are charged a fee to be able to enter our event to market their products, but at the same time, they will provide a service to our attendees.
On the other hand, security services and emergency companies cannot be left out, and these will depend on current regulations and requirements according to the space and number of attendees. Having evacuation plans in mind, knowing the health centers closest to the location of the event are necessary to act quickly in the event of an eventuality.
An event begins with an idea, a plan, but only ends when the last attendee leaves the place and the facilities are disarmed. It is when you can look back and adjust actions for the next event.
It is already seen that it is a marathon task that the details should not be underestimated but, at present, there are very useful tools, such as platforms that organizers can use that, regardless of the size or type of event in question, It will allow us to maintain a working order to minimize the possibility of errors. We will be able to assemble work teams and assign functions. Manage administration, marketing, attendees and vendors.
Founder of Balebos.pro.
Source: Ambito
