Part II: What is your key to a flawless event?
Amit Gupta
Founder - STORY Exp (USA, UK, IND) | FutureReady Loyalty Programs I Experiential Marketing l AOL Faculty I LBS | Mayoite | Driven by Innovation, Challenges
The key to create an incredible experience for your client, their attendees and your vendors, is to be clear with the expectations and deliverables. In my previous blog, I discussed the pre-event procedures for a flawless event.
https://goo.gl/uUozuQ
Here I will be discussing about during the event procedures.
- Make sure all your team members stick to the assigned responsibilities. Imagine, if everyone strives to be the best what an immaculate event you’ll get in the end.
- It is very important to keep an eye on the cue sheet as it is the lifeline of any event. Technically, it is important to keep an eye on the next action required in the event. Whether it is the next AV to be played, a change in the light settings or the camera feed. Keep an overall check on all times.
- Your team should be well in sync with the help of clear coms. Be on your toes to coordinate the overall functioning of the event. Remember every step is towards creating a memorable experience for your client.
- At the final execution, there shouldn’t be place for anxiety or stress onsite. No matter how serious the event is, make sure you take it in a positive and calm manner.
- In case the event has a lot of backstage coordination, awards, emcees, artists, etc., it is important that the backstage crew is equipped with clear coms, live feed on plasma's, light to read, and extra crew.
- Be involved in the event and have a presence of mind to avoid any glitch. Just organizing the event is not enough, owning the event to deliver the best.
- We all know there can be last minute changes or updates in the event flow, it is then that your spontaneity helps you manage it all.
Talking about dry-runs, I would like to share one of my case studies on the ‘Importance of dry-runs’.
So, I was organizing a conference in Rome and it was time to carry out the procedure of dry-runs. Considering that we were in a foreign land, we expected language to stand as a barrier between the team and the local staff. That’s when I came up with the idea of innovating the process of dry-runs with hand gestures to communicate well. We did multiple dry-runs before the final execution. Thanks to those dry-runs, the event was a huge success.
Stay tuned, as in the next and last part of ‘What is your key to a flawless event?’ I’ll be sharing the post-event procedures to be followed.