Event Management
The event sponsor is responsible for managing their event from beginning to end. Below are a few event management tips for assisting planners as they prepare for the day of the event:
- ARRIVE EARLY! on the day of the event. No matter how much advance planning you have done, something unexpected usually comes up. You can’t address them if you’re not there.
- Know who is doing what. In addition to having a volunteer management plan, be sure you know what other event personnel are doing and what you need them to do, including custodial services, caterers, audiovisual technicians, etc.
- Have a good door management plan. You are responsible for managing the capacity of your event according to room capacities adhering to any fire codes applicable.
- Set-up a volunteer meeting before the event. At the very least, plan to have all staff at the event 30 minutes prior to the arrival of the first guests to review the event plans.
- For more complex events, develop and bring a timeline (noting what time various services will arrive, when speakers will arrive, when guests arrive, when volunteers arrive, etc.)
- Have volunteers on hand – you never know what may come up. Primary event organizers should not be tied down to necessary tasks at the event to enable them to respond to issues that come up. (For example, if there is a problem at the event and you are the only one greeting guests, how will you be able to respond without compromising the welcoming of your guests!)
- Bring a telephone list – include important services (catering, vendors, services, security, etc.) as well as your volunteers.
- Have energy conservation in mind. Physical Plant can help you with adequate recycling receptacles if you plan in advance. Don’t use additional energy if it’s not required.
- Don’t forget to assign volunteers to assist with teardown/strike and cleanup.
