Melbourne event specialist Kim Hesse shares all her expert tips.
The amount of time you spend planning your event directly affects how smoothly your event will run on the day. Make sure you have lists, lists and more lists – with all details of speaker’s names and contact numbers, supplier’s numbers etc.
Also, create a running sheet, and test all sound and audiovisuals thoroughly.
As the host, you need to be front-and-centre greeting your guests on arrival to make them all feel welcome. If you miss anyone (which will happen when people arrive in groups) make sure you chat with them later on.
While you’re speaking with guests, have someone you trust running the event behind the scenes. The last thing you want to do is be dealing with questions like “how do you turn up the music?” or “where are the spare name badges?”
It’s best to have this person on board well before the event, to get familiar with your suppliers, venue and team.
For guests who need to be turned away, a simple explanation usually does the trick. Eg. “I’m sorry this event is invitation only” or “this event is at capacity”.
If they become difficult you need to make the call as to whether the hassle and scene it is causing is worth it. You certainly don’t want this to affect the experience of your other guests.
Tip: If there is capacity, have some spare blank name badges and a label marker handy, as well as a clipboard to collect there name, email, phone, company, and if applicable, their credit card details.
All events have a major goal to achieve, whether it’s to help build your brand, increase sales or create new partnerships. Make sure you allocate enough time with the people who can help you reach it.
Take some time to step back, look at your event in motion, and enjoy the occasion, knowing all the hard work has paid off. This positivity will create good vibes.
If you remain calm everyone else will. Speak with your team, preferably away from the guests, and devise a logical strategy to overcome the issue. Remember, there is always a solution.
Follow up the day after the event with a thank you email and attach any relevant items such as photos or slides. To those who didn’t attend, send a “sorry we missed you” email.
More event management tips can be found on Kim’s video blog here.
To see how Kim can help you with an upcoming event, head over to www.venues2events.com.au
