Even a minor logistics shortcoming can sabotage an event. It is therefore imperative for the event company to make every member of the team count, make them aware of the common debacles that may arise, equip them well with ways to encounter them and to act calmly with proper evaluation of the situation.
Let’s take a look at the common logistics debacles popping out on the event’s day and the ways to avoid them
1.Every necessary detail is meant to be communicated to the stakeholders
Clear communication is the key to success. Confusing instructions and unclear guidelines can lead to misunderstanding and lack of credibility among the stakeholders. For an event to be organized efficiently, it is very essential for the planners to spread clear information regarding the venue, timings, theme and purpose of the event.
People often don’t read too much of text, but on the part of the planners, there should be no shortfall when it comes to providing necessary details.
Unprepared speakers and the clueless audience is the least welcomed people on an event site.
2.A change in venue at the last moment is the least desirable
Venue selection is an important task and needs to be done with the utmost precision and clarity. There should be no confusion in the dates, months, time, and amount quoted during the bookings to avoid any disarrays while the event is taking place.
Reserving a place, planning out a layout, understanding the traffic behavior and other venue logistics takes time, hence in order to avoid any last minute logistics debacle it is important to start planning early; the sooner, the better.
3.Never let your audience feel unattended or uncared
In order to make your event a success, audience participation and consequent organizer’s satisfaction is a must. It is the planner who has to make sure that the event agenda is not only packed in presentations and speeches but has rounds involving audience interaction.
Bored audience and gloomy feedbacks are the last things the organizers will look forward to after putting in all the hard labour and time.
4.Collaborating with local players would be for the collective good
For the major event planning giants it is always beneficial to associate themselves with the local players in the same field of that region. They are the best people to speak to in case of any query as they are well-aware of the situations, people, and industry standards prevailing in the region.
Local people can bring in volunteers to work for the event, which the large event companies might find difficult to do. Moreover, local people can manage to get help from the suppliers in case of emergencies too where the giants may fail to negotiate.
5.Never let technology be the reason for your collapse
There have been numerous situations where technology has failed human. Be it an amplifier defect, or an audio-visual failure; a repeated ‘failed to register’ notification can create panic in an event scenario.
A tech-check before the event is mandatory to make sure that everything is taking place in accordance with the agreed plan thereby preventing last moment hassle.
6.Budgetary constraints are actually helpful
Working within budgetary constraints enables the planner to allocate resources accordingly. The planner can hence think of the part of the budget which is to be assigned to various departments like hospitality, housekeeping, food, and awards and accolades among other expenses.
The planner should work on the logistics of the event planning and set a budget suitable for the type of event. In order to make an event a successful one, the planner is supposed to optimize the money used on all the aspects.
7.Plan for entry, exit, parking and emergent situations
One major issue of concern remains the movement of numerous people along with their vehicles on the venue. An efficient staffed plan should be worked on in order to ensure steady exit and entry of people and vehicles.
‘Wish for the best and prepare for the worst’; while accommodating a large number of people under a roof, care should be taken to tackle possible emergent situations that one may come across.
All the logistics of an event should be worked on in advance in order to avoid any major fallout. Have a checklist made, consider all the pointers, take a walk through the venue before the event and continue promotions and marketing practices to keep in contact with the vendors and the stakeholders.