Running the event on the day for event management

1. RUNNING THE EVENT
ON THE DAY

3. For all the considerable effort that goes into
planning an event, running it on the day can still
prove a challenge because of the ff:
1. Events management has to be effective.
2. Events managers must be good communicators and
good delegators in situations that may be constantly
changing.

4. For the event coordinator some elements are essential on the
day of the event such as:
• Drink enough water so you don’t dehydrate.
• Eat enough, otherwise your decision-making and problem-
solving abilities will decline.
• Wear the most comfortable pair of shoes you’ve got, and
keep a change of clothes somewhere convenient, because
you never know if some fool is accidentally going to spill a
drink all over you.

5. On a simple level, the same ordering system can be used
almost universally for all events; but the number of people,
the timing, the amount of supplies; and the requirements will
be unique for each event.
And these requirements include the following:
• Walk through your site as a visitor would
• Manage by wandering around
• Communicate with departmental leaders, visitors and staff
• Check key locations at key times

6. • Delegate authority and action, ensure departments are self
controlling (Be tactful: help is appreciated when it is
needed, interference is not)
• Deal with problems, but seek adequate information about
them
• Identify reasons for problems for future analysis and action
• Work steadily and take breaks
• Ensure you are visible at the beginning and the end

7. Organisation and Briefing of Staff, Stewards and
Volunteers
In running an event on the day, you cannot
handle everything yourself, and will have a
number of helpers, whether professional or
volunteer.

8. Organization and Briefing of
Staff, Stewards and
Volunteers

9. 1. Role-play your event as a guest
The difference between a good event and a great event is
attention to detail. How should arriving VIPs or speakers
be greeted and managed? Should pre-registrants be
processed in a different line from on-site registrants? You
know how to handle these “simple” situations instinctively,
but don’t assume that your volunteers or local staffers
share your experience and skills. Role-playing, where you
take on the persona of different types of guests, gives you
an opportunity to show your front-line people how to
properly interact with all attendees.

10. 2. Prepare your staff for FAQs
You know that there is no amount of signage or advance information that will
prevent guests from asking questions. Prepare your front-liners with a list of
responses to frequently asked questions. These might include queries about food
allergies, coat check, restrooms, the business center, or other items and issues.
If necessary, coach them about how to handle a registered guest who brings
unregistered colleagues to a limited-seating event.
For cases that can’t be anticipated or otherwise need your attention, make sure
your staff knows how to get in touch with you. They don’t need to have all the
answers but they should be able to quickly find them. Confident staff will ensure a
positive experience for every guest, even those who require special
consideration.

11. 3. Allow enough time for training
Training front-liners one hour before an
event leaves little time for staff to internalize
and truly understand your instructions.

12. 4. Thank them, and then thank them again
Have you ever worked for a boss that didn’t appreciate your efforts?
Don’t be that boss. If you make your front-liners feel like they are a
crucial part of the team, they are way more likely to adopt your goal of
event success. They represent you and your organization during the
event and will be most effective if they’re happy to be there. Also, a
positive experience will make front-liners more likely to volunteer at a
future event, saving you the time and trouble of recruiting, vetting, and
teaching inexperienced staffers.
Recognize your staff as your greatest support in the execution of the
event and acknowledge them with thanks before, during, and after an
event. They’ll show their gratitude with their performance.

13. CONCLUSION