Event planning, in general, is quite complicated, and it takes a lot of dedication and commitment to deliver successful events. One aspect of event planning that requires a lot of hard work is logistics. Logistics gets things in place for the big event and celebrations. Whether it is getting food on the table or flying in a performer or speaker, logistics can significantly impact the success of the events.
Planning event logistics is never an easy task be-it a large event, non-profit gala, or a multi-day conference. But don’t panic! There are numerous ways to ensure that your event meets your goals and exceeds attendee and guest expectations. Even a minor oversight in logistics can sabotage your entire event. Therefore it is crucial to get event logistics in check.
7 Logistics Tips and Tricks to Host Successful Events
Here are the top 7 simple event logistics rules to live by. These rules will ensure you a successful event that your attendees will love to be a part of.
1. Clarify your Event Goals
The first step in achieving a streamlined logistics is to clarify your event goals. These are things that you want to achieve by the end of the event. It could be anything like team building, launching a new product, fundraising, etc. Your event goal could also be achieving maximum attendee experience, so the event aligns with their interests and needs.
All decisions, including logistics, will be formed according to these goals. For instance, if you are planning a music festival, logistics will involve setting up a sound system that allows all the guests to enjoy the music. You would also require an elevated stage with multiple screens so the attendees at the back can see the performers.
However, it can all be challenging, but you can consult experiential event agency Dubai based experts and get everything professionally done so you can enjoy the celebrations.
2. Map out Your Event Site
When planning for event logistics, know your key requirements and site map. For example, by mapping out your event site, you can figure out where to place screens so all the audience can hear clearly from anywhere at the venue. Sharon Sperber, the founder of the festival Eat See Hear, says:
“As an outdoor movie event, there’s a really large inflatable screen about 3.5 stories tall and 60 feet wide. We position the screen where the audience can see and hear clearly, from anywhere in the event.”
Similarly, a detailed event site will help you figure out where different elements will go. For example, where to place the food trucks, mark entrances, and have additional space for accommodating standing attendees and crowds.
3. Create Event Timeline
In order to keep your event logistics on track, you need to create a detailed event planning timeline that should include all the key dates and tasks. Your event timeline should incorporate everything from early event planning to venue research, to contacting vendors for catering, furniture, and lighting.
After creating the timeline, you need to make sure it is shared with every team member so they can add additional tasks to the timeline, so nothing is skipped. It will keep everyone on the planning team in the loop, and everyone will know what needs to be done each day. It is essential for straightforward logistics.
4. Assign a Team for Logistics Tasks
For a smooth event, make sure to assign a team for all the logistics tasks and management. Assign people to check venue entry and exit measurements to make sure the vendors can easily transport the equipment with ease. Similarly, you need to check ADA compliance and accessibility and also confirm travel arrangements for VIPs and guest performers.
You also need a person who needs to be responsible for creating a traffic management plan for the event. For example, you need to take measures like install signage and ropes to manage the guest flow and movement. Similarly, your parking space also needs to be managed effectively.
5. Clarify Your Expectations with Logistics Vendor
Each event has its own logistics needs and expectations that may vary depending upon the chosen venue. For example, your venue might require floor carpeting, ramps for large equipment, and much more. Therefore, you need to be straightforward with the logistic vendor and clarify your expectations and event needs.
Even though most vendors are familiar with the logistic needs of different events but don’t leave it to chance. Make sure to identify your event’s logistic expectations and requirements and convey this information to your vendors for an effective logistics schedule.
6. Consider Event Venue Walkthroughs
Another important factor that needs your attention is the event space. If you are hosting your event at a new location, make sure to consider the property inside out. There are a lot of things that you need to be careful about, like is there enough parking space to fit all your attendees? Similarly, you need to ensure that there is an adequate power source for your A/V set up in the event venue.
For streamlining logistics, make sure to evaluate the event space and double-check that you attendees and guests can move freely, and there are plenty of exits on all sides. Another important consideration is technology. Make sure your venue has Wi-Fi support because you will need a flawless connection for different activities like live streaming, etc.
7. Schedule a Run-Through
Things can easily go sideways on the day of the event, so make sure to schedule a run through 3-4 hours before the starting time of the event. Depending on type and scale of the event, you can do this yourself or have a team of experiential event agency Dubai based experts to conduct testing to make sure everything is ready for the big event.
Some critical things that you need to check before going live include the following:
- Make sure the microphones and sound system is working perfectly.
- Play all the videos and presentations to make sure the content is ready to go.
- The Wi-Fi needs to be up and running and make sure there is good service in all areas of the event.
- Make sure green rooms for speakers are stacked with bottled water and snacks.
- Make sure your audience can see and hear from the back.
- Walkthrough the venue to identify any trip hazards and make sure all the cables and wires are taped down.
Streamline Event Logistics
These are some of the most important logistics tips and tricks to help you plan amazing events that promise fantastic experiences and memories. With these tips, you can get your event logistics right and deliver a great event experience. You can also ask event guests and attendees to take ut some time and fill out a post-event survey to understand how their experience was and to identify weak areas that need to be updated for your next event. Logistics and event planning can be a headache for beginners, so make sure to get the help of event planners and save yourself the trouble of meeting with vendors all day. With their help, you can give your time to more critical areas like event décor, catering, and entertainment.