An event organiser’s life revolves around attention to detail. And the day before your event is crucial for ensuring everything runs smoothly. Like it or not, it’s conference and event management 101!
For this reason, here are 10 essential checks to guarantee a hitch-free experience, whether you’re a seasoned events organiser, or hosting your first conference. These pro tips will help you stay on track, reduce stress, and contribute to both you and your attendees having a productive and positive experience.
1. Get with the Programme
- Review the schedule – Make sure (for the hundredth time!) all sessions, speakers, and activities are confirmed, and any last-minute changes are communicated to need-to-know stakeholders.
- Cross check schedules – By now, there will be a few places where key timings are displayed for different people. Spend some time cross checking that they all match to prevent lots of wasted time sorting out confusion onsite. Consider your internal documents, client internal docs, venue function sheets, delegate websites & apps, delegate joining instructions, speaker briefings…. The list is potentially endless and due to ever changing agendas, it’s very easy to miss an update on one that could have significant knock on effects on the day.
2. Run Through Venue Details
- Check venue setup – As an events organiser, it falls to you to check the venue is correctly set up with agreed room layouts, equipment, and décor.
- Test the tech – Check all AV equipment and event tech are functioning, including event apps, microphones, projectors, and sound systems. Have as many dummy runs of log ins and virtual event platforms as possible – making sure you use different devices, operating systems and IP addresses to expose any faults.
- Cross check schedules – we’ve said it before and we’ll say it again! Make sure your changes have translated into the venue documents. It’s best practice to track changes / highlight on your documents when you send revisions to make it easier for suppliers to see what’s changed and make their own updates.
3. Finalise Travel Plans
- Re-confirm hotel reservations – Confirm accommodation details for your team and attendees, (not forgetting yourself, the events organiser – you’d be surprised how easily done it is!). Billing instructions are a particular bugbear of mine – actually speak to a receptionist and ask them to confirm what’s on the reservations – there’s often a disconnect between what you’ve agreed with your Groups / Events contact and what is actually reflected in their technical systems and interpreted by reception staff.
- Repeat with transport – Also double-check taxi bookings, shuttle services, and any other transport arrangements, to avoid avoidable mishaps on the day. Do they have the appropriate signage and contact details?
- Mitigate last minute curveballs – Monitor any potential delays, train strikes, road closures, or accidents that might impact yourself, your staff, and delegates.
- Have a Plan B – Be prepared with alternative travel options in case of unexpected disruptions.
4. Make it a Team Effort
- Hold a briefing – It’s no laughing matter for any event organiser to feel the weight of the world on their shoulders. This also causes huge, unnecessary and damaging bottle necks on site if everyone is waiting for 1 person to make decisions or distribute information. So, don’t go it alone. Delegate! You need to communicate a clear team structure with roles and responsibilities and an even clearer chain of command to avoid everything coming through the lead planner. Not only this but a final team meeting is a great way to go over everybody’s specific tasks and address any last-minute concerns.
- Stay connected – Make sure everyone has each other’s contact details and agree on a communication plan for the big day. WhatsApp is great for this but it kills battery so ensure everyone has battery packs and that you’ve agreed a protocol eg. replace ‘thanks’ messages with a thumbs up acknowledgement and keep everything as short and to the point as possible.
5. Review Presentation Content
- Test presentations – Go over all presentation content and any accompanying materials, ensuring everything loads properly and is in the correct order.
- Back up files – Create backups of all important files, videos and graphics on a USB drive or cloud storage, so the show can go on even if there’s technical glitches.
6. Pack and Plan for Success
- Organise materials – Pack all materials, such as name tags, brochures, giveaways, and equipment, arranging them in order of usage. (FYI This task can be less Herculean for sustainable events with minimal use of paper and plastics. Win: Win!)
- Plan your event wardrobe – Decide in advance what you and your team will wear for all parts of the event, from plenary sessions to exhibitor parties.
7. Refuel Electronic Devices
- Charge devices – Ensure all iPads, phones, laptops, and other electronic devices are fully charged.
- Pack chargers – Pack extra chargers and power banks to avoid flat batteries at crucial moments.
8. Devise a Social Media Game Plan
- Capture key moments – Plan to take photos and videos throughout the conference for social media, to publicise your event, and keep stakeholders engaged long after the closing session.
- Stay compliant – The last thing a professional events organiser needs after a successful conference is accusations of flouting data protection. For this reason, get approval before sharing any content online to respect privacy and confidentiality.
9. Get Some Rest
- Have an early night – Easier said than done when you’ve got a million and one things racing around your brain. But, try to prioritise a good night’s sleep so you’re re-energised to tackle whatever your event might throw at you.
10. Always Expect the Unexpected
- Have contingency plans – Unexpected issues such as no-shows, technical difficulties, or emergencies go with the territory in conference and event management. The more you anticipate anomalies, the more you’ll be prepared to deal with them without breaking too much sweat.
- Keep calm and carry on – You’re in the wrong job as an events organiser if the slightest hiccup has steam coming out of your ears. Instead, keep a cool head and be ready to adapt at a nanosecond’s notice.
Ultimately, the day before your event is all about preparation and verification. It’s intricate and time-consuming. But you’ll thank yourself for checking these 10 essential aspects, equipping you to confidently and efficiently handle any challenges.
At Brightspace Events, we know from years of frontline experience how incredibly rewarding conference and event management is. But it demands substantial time, resources, and expertise. By partnering with our event company on both a full-service or modular, your in-house team is freed up to concentrate on core objectives like building relationships and spreading your message, rather than getting mired in logistical details.
Reach out to us today to discover how we can support you – a corporate or association events organiser – to deliver your event objectives innovatively, while saving you time, resources, and money.
