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Event Coordination: Planning the Final 48-Hours

Posted by Vendere Team on Tue, Mar 8, 2016 @ 08:03 AM

event coordination

You’ve been planning your event for months. You’ve made the necessary calls and arrangements to line up a great venue, a powerful speaker, and a long list of attendees. But your job is not quite done. In fact, the final 48-hours are some of the most crucial for ensuring that your event coordination efforts do not go wasted.

Taking the time to do the following simple tasks can help you avoid a panicked rush towards the end of your event coordination responsibilities, and will help ensure that everything goes smoothly in the last few hours leading up to your event.

Contact Registered Attendees

At this point you should have a solid list of registered attendees for your upcoming event that you generated from a variety of attendance driving activities. But don’t forget that they all have full schedules, so they may need a little reminder to show up. Having your team call everyone who registered for your event is not only a great way to remind them of the date, time, and location, but also to get a final headcount and address any last minute questions your attendees might have about the event.

Confirm the Speaker’s Final Presentation

Another important event coordination detail is reviewing your speaker’s final presentation. This ensures that you are on the same page and that your speaker is going to address all of the key points that you promised your attendees.

Also, be sure to have multiple versions of the presentation available, whether on the cloud, a USB device, stored in your email, and anywhere else that is convenient, to safeguard against potential issues the day of the event. Be sure to also save the presentation in a few different formats so that if you have issues opening a powerpoint you can switch to your PDF or Google Presentation version.

Communicate with the Venue

As your event approaches, you want to be one hundred percent sure your venue is going to be ready for you on the day of the event. Don’t wait until the last minute to make sure all your bases are covered. Instead, make sure that any special requests have been received by the venue and that they’ve confirmed they can definitely provide for your needs.

If the venue is providing the food, be sure to check on that as well. If not, contact your caterer to address any last minute concerns they might have, and to give a final headcount so that the proper amount of food is provided.

The most important thing to do during the final 48-hours is to ultimately communicate with all parties involved. Constant communication ensures the right people are kept up-to-date and aware of their part in the event coordination process, which in turn allows the event to go smoothly and result in high attendance and overall effectiveness for your business goals.

Topics: events

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