On the day

The actual day of the event is always hectic and often throws a few surprises at you so make sure you put together a checklist of essentials in advance. What this includes will very much depend on the nature of your event but the following pointers might help:

Contact list – make sure you have all relevant contacts listed in one place. Think about catering suppliers, presenters, facilitators, photographers and media for starters.

Signage – get there early to ensure that the event is clearly signposted.

Essential information – make sure you know where the nearest toilets (including disabled toilet) and fire exits are and agree who will be responsible for informing attendees at the start of the event.

Who’s who – have a list of all planned attendees to hand and check people’s names off on arrival. Hand out badges at the same time if required.

Timing – ensure you can see a clock to keep your eye on timing and prepare a strategy in case a particular session overruns.

VIPs – agree who will be responsible for greeting and briefing speakers and media when relevant.

Handouts/giveaways – agree what information will be handed out when and by whom. Handing out too much information during an event can be distracting but make sure you give it to people before they leave.