Event Day Hacks- Tips and tricks to make your event day run smoothly

Working in the communications and public relations field, I have found how valuable (and fun) an event can play in getting your message across.

Whether it’s private events or conferences for a certain number of people, or a large event with hundreds, even thousands of people, I’ve luckily had the experience of working a wide variety of these types of events. I have noted the many tips and tricks I’ve learned throughout running all of these events that nothing but real life experience can train you for.

  1. Technology isn’t always your friend

Whether it’s a PowerPoint presentation, Wi-Fi, or sound system, technology is a necessity at any event. Before you begin to get ready for any event make sure all the needed technology is working, programs like to not work and music doesn’t like to play when you need them. But we’ve all heard this before. The best tip I’ve learned is to have everything fully charged. Computers, walkie-talkies, and most importantly cell phones. Whether it’s to live stream and check on social media, or because you’re the onsite contact, a low battery is the last thing you want to have. Besides if you have a low battery, how can you call anyone to come get the rest of your tech problems fixed?

  1. Apparel

Everyone knows that on event day you have to look the part, and depending on what kind of event you are running can mean outfit changes. For those of us who run the events, we need to look the part and do the heavy lifting, so bringing your final look to change into before the event starts is always a smart idea. This includes heels, because who wants to run around setting up for the event in heels?

  1. Emergency kit

No, this doesn’t have everything your normal first aid kit would have, but it’s your event emergency kit. There’s nothing worse than not having enough tape or not being able to find a pen at registration. Each event will have a different “emergency kit”, but some of the basics you should always have extras of include: name tags, business cards, pens, black sharpies, and itineraries just to name a few.

  1. Onsite Contact

The person you RSVP to may not always be the same person who is in charge of the event the day of. Make sure you have the onsite contact information for any guests that come with questions, for any issues that may arise, or for any external vendors that may be bringing something for the event. Having that main point of contact that is easily recognizable helps dissolve any scrambling that may occur and having a lead contact point can help the flow of the event.

  1. Post Event Follow-Up

Just because the event is over doesn’t mean that the work is done! Depending on the type of event being hosted means that there can be follow-up work involved. I’m not just talking about tear down or clean up after the event; your post event work can also tell you how successful your event was.  Sending out surveys to the attendees or following up with the pictures from the event are ways that many people stay in touch with those who came out to support the event.

What is your event day hack that I didn’t mention? Let me know how you create you successful events in the comment section below!

Closeup calendar page with drawing-pins

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