An efficient set up and pack down of your event in the minimum amount of time can save you lots of money and heartache. There are some clever tricks you can use to maximize your on-site time and minimize your stress levels:
1. If you fail to plan, you’re planning to fail
Ensure you have a detailed run schedule of the event bump-in and bump-out and distribute to all involved one week prior to the event. That way everybody knows what they have to do, and when they have to do it.
2. Ask not what you can do for your venue, but what your venue can do for you
Ask the venue if they have any functions occurring on the night previous to your event, if they are free they will often let you get a head start on setting up - without charging you any extra. Venue staff will also often be happy to help with monotonous tasks such as laying out programs and setting up registration.
3. Location, Location, Location
A comprehensive floor plan will buy you lots of time, reduce last-minute rearranging and save every supplier onsite asking you where to begin setting up.
4. Dot your I’s and cross your T’s
Triple check everything - at this stage of the process attention to detail is paramount. A final checklist of everything that must be in its place is great for calming nerves and making sure nothing has been overlooked before guests arrive.
5. Forget fashionably late
Always assume guests will be arriving 45 minutes early. This allows a buffer for any last minute glitches and emergency problems that need to be resolved.
6. Take nothing but photos, leave nothing but footprints
Always conduct a final site inspection before you leave. This may be the last thing you feel like doing at the end of a long day, but you will be amazed and the things you realize you have left behind!
Running a smooth and successful event requires a large amount hard work and dedication. But with the right amount of forethought, industry knowledge and preliminary planning you can create an incredible event that will blow your audience away!
For more free tips and advice please do not hesitate to call the friendly team at JH Events on (02) 9966 9966.