Small details, big deal: 9 event tasks you can’t afford to forget
Keeping composure is the most critical skill of event planning.
Without it, your team is left drowning in deadlines, consumed by calendar invites, and swarmed by spreadsheets.
Shifting your brand from behind a screen to front and centre, grounded in the real-world before your customers’ eyes, is a considerable task. And it can be daunting, even for the most seasoned teams.
From securing the perfect venue to hitting ticket targets, there’s no shortage of big milestones to tackle.
But amidst all the ambitious planning, it’s easy to overlook the small details that can make or break your event’s success.
In this article, we’ll explore 9 essential event tasks that are small in nature, but could be mighty in their detriment to the overall experience should they be overlooked.
1. Have competing events on your radar:
Before you set a date for your event, do your homework. Ensure there are no industry events happening simultaneously. Your event’s success hinges on attendance. Scheduling it alongside a major industry event can dilute your potential audience.
It’s also important to check that other big (non conflicting) events aren’t on in the location you’re planning for, as this could affect hotel capacities, restaurant and bar bookings, and availability of local vendors.
Use industry calendars, trade associations, and even Google Alerts to stay updated on competing events.
2. Keep your digital welcome mat fresh:
Your website is the digital gateway to your event. A seamless, informative experience here sets the tone for what attendees can expect. Regularly update details like schedules, speakers, and registration information.
First impressions count. An outdated or hard-to-navigate website isn’t just inconvenient, it can ruin brand perception and deter visitors from wanting to attend.
Employ user experience (UX) best practices and keep updating your website with relevant information leading up to the event. Ensure you have a designated person responsible for making these updates, and they are kept in the loop of all emails exchanged related to these changes.
3. Book in-advance tech rehearsals:
A comprehensive tech run-through is a must. Test Wi-Fi connectivity, virtual event platforms, A/V equipment, lighting, adapters, microphones, and more. Ensure everything works seamlessly to avoid any technical glitches. Technical disruptions can tarnish your event’s professional image, delay the run of show timings, and cause headaches for the team in charge.
Hold at least two tech run-throughs – one in advance and one on-site closer to the event.
4. Set up dedicated Wi-Fi networks:
Ensure that your venue can handle the bandwidth requirements of all attendees. Additionally, ensure your attendees are on a different network to that of the event works and speakers, so that those streaming video or relying on large data downloads have the speed and reliability they need.
Collaborate with IT professionals to ensure scalable bandwidth and set up dedicated networks for different event segments.
5. The little black book:
Keep a well-organised contact spreadsheet for the day of the event. It should include all essential contacts, from speakers to vendors (including all roles and responsibilities), making it easy to reach out when needed. Efficient communication can save valuable time during crunch moments.
Segment your contact list by roles or departments for quicker access. Cloud-based sharing can be invaluable.
6. Core team WhatsApp channels
Setting up dedicated communication channels like WhatsApp groups aids in real-time coordination. They’re handy for quick updates, addressing issues, and coordinating with your team during the event in real time.
Establish dedicated channels for various teams (e.g., logistics, technical, guest relations) to streamline communication. Ensure that those relevant are included and issue power banks or designate a charging station to keep everyone’s devices working throughout the day.
7. The ‘Just in Case’ kit:
Unexpected issues arise. It’s inevitable even for the most prepared team. Being prepared with essential tools can prevent minor hiccups from becoming major problems.
Prepare a comprehensive “just in case” kit that includes essentials like phone chargers, office supplies, extension cords, cable ties, superglue, a mini tool kit, batteries, and a first aid kit. You never know when these items might save the day.
Regularly update your kit based on past experiences and feedback.
8. Lost & Found:
Create a designated lost and found area. Attendees will appreciate your efforts in helping them retrieve misplaced items. Facilitating the return of lost items fosters goodwill among attendees.
Additionally, should anything critical to the event go missing such as a phone, laptop or important papers, you won’t have to run around trying to work out where it has been handed in, and you can head straight to the L&F.
PRO TIP: Have a clear sign indicating the Lost & Found zone and appoint a responsible team member to manage it.
9. Editable templates:
Event dynamics can shift. Being prepared to communicate changes promptly ensures attendees remain informed. Have editable templates on hand to quickly communicate any last-minute changes or updates to participants, speakers, or vendors.
Use easily customisable templates and reliable platforms for swift communications. Think banners for websites, social media posts, presentation decks, and more.
Get it right first time, every time
While broad strokes paint the scene, it’s the finer details that truly bring an event to life. By marrying grand planning with meticulous attention to seemingly minor aspects, you not only enhance the experience for attendees but also for the organisers. After all, in the world of events, perfection is not just in the planning, but in the execution of each and every detail.
Whether your brand is in its event planning infancy, or you need support with scaling up your global presence, we’ve got over 20 years of experience planning events for brands across the world.
And we’re not just talking logistics, we’ve got an entire strategic, creative and communications agency to take care of every aspect of delivery.
Take a look at our Six Impacts to find out more about what we can do for you.