Advice and guidance for event organisers - During event

Arrive early

Get to the venue well before the event starts to oversee the setup and address any last minute issues.

Venue setup

Ensure all equipment, decorations, and seating arrangements are in place.

Double-check technical setups like microphones, projectors, and lighting.

Check for any hazards.

Team briefing

Hold a quick meeting with your team to go over the schedule, roles, and responsibilities. Make sure everyone knows their tasks and has the necessary contact information.

The emergency plan must be communicated to all staff and volunteers (must include evacuation routes and procedures) and there must be effective communication channels between event staff, security, and attendees. Ensuring you have a communication strategy.

Final walkthrough

Walk through the venue to ensure everything is set up correctly and identify any potential problems.

Manage issues promptly

Be prepared to handle any unexpected issues calmly and efficiently and address any concerns or questions they may have. This is where your ontogeny planning will come into play.

Keep your team and attendees informed with clear and timely communication. This helps prevent misunderstandings and ensures everyone is on the same page.

Monitoring the event

Continuously check on different aspects of the event, such as catering, technical equipment, and guest satisfaction.