Have volunteers handyThere is always so much work to be done, small things to be taken care of, last minute errands to be run. Believe me; you need lots of hands, so have as many around as possible. Here are a few areas these volunteers could be used – tear down, cleanup, welcoming guests, seating guests, handling the lights, music.
Have a TimelineA timeline is like a comfort snack, literally. If you know when exactly the flowers will arrive, the speakers will arrive, the DJ comes in, and volunteers will arrive, that’s a lot of relief.
Meet with your volunteersThis is an important and overlooked tip. Everyone is in a hurry; everyone thinks they know their job well. Well, it is best if you could plan a 30 minute meeting before the event to make sure all of you are on the same page. You will be surprised at how you can catch some issues just in time. It would also be a good idea to meet with your event personnel (caterers, custodial services and the like).
Carry a Telephone ListYou will thank me for this one. I know you have it on the tip of your tongue. But still, while at the event it is so easy to feel like you are losing it. It doesn’t hurt to have a small notepad with all the important numbers of security, caterers, vendors and the like.
Reach as Early as possibleIt doesn’t hurt to reach early. It can be kind of a Zen moment, if you can take a few deep breaths and relax. Go through your checklist, check on things, have a meeting with your volunteers.
Event Management problems are unavoidable. With experience, after having handled a few events you will learn how to handle your emotions in all sorts of crises. You will learn to avoid mistakes and feel you know how to handle certain situations better.