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How can you effectively plan meeting logistics? Powered by AI and the LinkedIn community. 1. Define the purpose and objectives. Be the first to add your personal experience. 2. Choose the...
Mar 26, 2015 · Each step is described in more detail below. Using the checklist and the principles behind it will ensure that you’ve covered all your bases—and that you won’t be wasting anyone’s time ...
- Before The Event: Logistics That Set The Stage
- Day of The Event: Streamlined Logistics When It’S Showtime
- Post-Event: The Logistics After The Guests Are Gone
- Now You’Re Ready to Get Event Logistics Right!
1. Clarify your event goals and your event value proposition
Your event goalsare the things your business or client wants to achieve by the end of the event. It could be team building, building excitement around a new product, or raising funds for a non-profit organization. An event value proposition focuses on the attendee experience, so that your event aligns with their top needs and interests. The EVP essentially clarifies the goals of your guests, whether they want to enjoy the headlining acoustic band, learn something new, or meet interesting peer...
2. Create an event planning timeline
Keep your event logistic requirements on track with a detailed event planning timeline. This timeline should include key dates and tasks, from early planning meetings to venue research to contracting with vendors, such as furniture rental companies and catering companies. Share the timeline with your team and have them add tasks to ensure nothing is skipped.
3. Consider logistics in your venue choice
For obvious reasons, logistics depend heavily on location. Examples of when event logistics should influence venue sourcing: 1. 50th wedding anniversary “Many of the guests will likely be older. Choose a facility that doesn’t require much stair climbing. 2. Large-scale outdoor event “The venue may have a beautiful expanse of land, but look for another location if the local roadways can’t manage the traffic. 3. Company team-building weekend “The hotel and event rooms are a distance from region...
11. Coordinate ˜bump in’ with multiple vendors
Make the most of your event team’s time by overlapping vendor arrivals”which you’ll already have established. But a team member should be assigned to ensure vendors understand the best routes for equipment and supplies. This person will be the go-between who lets the A/V vendor know when the temporary stage is ready for them to rig up the sound system.
12. Schedule time for a run-through
Things can easily slip through the cracks on event day, so include a run-through of the event two hours before start-time. Depending on the size of the event this can be handled by one trusted team member or several. Things to check before go-live: 1. Microphones. Are they working? Is the volume correct? 2. Video. Play planned slide presentations and videos to make sure they are ready to go. 3. WiFi and cell service. Can people log in and share event hashtags with ease? 4. Set up the ˜green r...
13. Assign a specific team member to a troubleshooting role
Things will go wrong. A burner not lighting in the kitchen? This could slow down dinner service. A passable audience microphone out of commission? This undermines planned Q&A sessions. A broken chair at the panel discussion table? This needs switching out before VIPs arrive. With a team member on troubleshooting duty, and at the ready with their walkie talkie or cell phone, these issues are resolved before minor hiccups become major problems.
15. Schedule bump out, too
Just like you, most vendors don’t like to waste time. But they’ll need to give each other room to work as they bump out of the venue. Find out in advance how long the process takes each vendor. Before the event, let each vendor know the loading dock or doorway they should use during bump out, and let the venue manager know so they can assign someone to operate the lifts. Simple requests can help. For example, ask the catering company to clean and pack up their gear completely before moving it...
16. Remain on-site until the last vendor has left
The behavior of your vendors reflects on your event planning business. You or a team-member should oversee the bump out so it moves along at a reasonable pace and is done with care. Things like leaving messes and stains, or not putting things back in their place is disrespectful and should be corrected. When the work of vendors is exceptional, express your appreciation. A final walkthrough after the event with the venue manager is a good practice, so you spot issues immediately.
17. Conduct a post-event debrief and attendee surveys
It’s all too easy to charge onto the next event without taking a breather. But take time to discuss the pros and cons of the event with your team members while it’s still fresh. Also, communicate with your vendors to see if they noticed things you did not. Post-event surveys provide overall guest impressions of the event, from where it exceeded their expectations to where it fell short. Use event survey apps, such as SurveyMonkey or Wufoo, to build simple, brief surveys. Questions to ask incl...
Ready to get a virtual overview of logistics issues at every venue you work with? Request a demo of Social Tables’ event planning software. Up next, learn the most common challenges event planners face”and how to solve them.
- Social Tables
Properly concluding a meeting not only makes everyone feel appreciated, but also ensures that everyone is on the same page and has a plan for action moving forward. Thanks to these meeting logistics, you’ll be sure to have successful, productive meetings every time!
Dec 22, 2022 · A proper logistics plan takes time to achieve your ultimate goals. However, with proper teamwork, data, and organization-wide commitment, logistics planning can refine your supply chain to meet customer demand and achieve real results.
Learn how to plan, run, and follow up on meetings with these tips and best practices for managing meeting logistics in the context of leadership.
A good meeting logistics plan describes information such as: room set-up, including numbers and arrangement of chairs, tables, flip-charts, etc. items for the registration table. materials for break-out groups and activities. audio/video system requirements. catering and refreshments.
