How to Survive Your First Live Event
Your first live event is the day that you’ve trained months or even years for. When you’ve been training to become an event planner, you will have learned about all of the essential things that must happen to help transform the day from the initial planning states into a fully realized event.
Good planning and thoughtful preparation are key to managing a great event but there are certain things that you can do to make the day easier. The following article is a guide for your first day in the field. Read on to learn some insightful tips from industry professionals that they wish they had known on the day of their first live event.
Be really, really early. You may even consider arriving before the people with the keys get there. Until you’re a seasoned professional, turning up on time will serve you little to no purpose. Not only will you have the added piece of mind from having safely arrived on site, you can become better oriented with the plan of action for the day.
You can spend the extra time becoming reacquainted with the venue and making sure that your event timeline is suitable. Running through the plan on the day can affirm your plans or even highlight small issues that need to be resolved. But ultimately, the best reason to be early is that you can take five or ten minutes for yourself to relax. You have worked hard to reach the live event day, make sure you take some time (well before the event starts) to appreciate the hard work you have done and what you have left to do.
Make a Plan B, C, D and E
You can never make too many extra plans when you’re managing your first live event. Even the best laidplans often go awry and part of planning an event involves making a backup plan.
Until you become well acquainted with the most common problems, you will need to make several backup plans before the event begins. Not only will you be able to relax because you’ll be more prepared, but you’ll potentially save yourself hours on the day of the event. Even issues as simple as not knowing where to park a van can take up hours of your time if you do not have a Plan B. As for Plans C, D, and E, you can never be too prepared.
You’ll probably have at least one team working with you on any given event. Part of managing an event means also managing a team of people. One of the best things you can do when you are managing your team is to brief them well. This means leaving plenty of time to go over all of the details with them whether it is the first or second time they have encountered the plan.
A thorough briefing will give you the time and space to let each team member know about the most important issues for the day. These issues may include the timeline for the event, venue details, safety information and general expectations.
Create and Communicate Clear Expectations
You should have already established clear expectations for the event as part of the process. It is important to remember these expectations during your event. Remembering the main goals of your event will help you make minor adjustments or decisions as they come up.
It is also important that each of your teams are clear regarding your expectations of their role in the event. When your team knows what you expect for the entire event as well as what you expect from them, they will understand what their role is in helping you pull off a great event.Understanding that they are an important part of the day will keep them motivated throughout the day and ultimately help you manage a great event.
Bring an Extra…
Bring an extra phone charger, pen, bottle of water, pair of shoes and anything else that you can think of. Having a extra piece of some of the most essential items can make the event run much more smoothly.
You never know when you might need an extra essential item, and even if you do not need it, someone else almost certainly will.
Be Open to Feedback
You should do your best to be open to feedback both during and after the event. You may get feedback from both staff and attendees that could be very valuable. Some of this feedback could be enacted right away. For example, if an attendee informs you that all the bathrooms are flooding or the caterer realizes their van is being towed, these are things that are actionable immediately.
However, some of this advice should be saved and taken on board for the next event. Learning how to decide which feedback fits into which category takes time and experience. In the beginning, you shouldtake note of all feedback whether it is positive or negative. Regardless of the nature of the feedback, the thought was important enough to the person that they thought they should express it to you. You should always respect their opinion. However, you should take this time to learn how to extract valuable advice from these opinions as well.
Reflect and Learn
Your first live event is one of the best learning opportunities that you will ever have. After your event, you should take plenty of time to note what worked and what did not work. Not only will you realize that you can do your job, you will learn that you can do your job better in the future. Both of these prospects are incredibly exciting.
There are so many details to remember when you are about to embark on your first live event. However, if you take anything away from the whole experience, remember that you can do anything you put your mind to, especially with the proper planning.