Event Planners – What Not To Forget On Event Day

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The list of last-minute items that always seem to be needed but are always left until last is nearly endless. From writing supplies to cords and tape to bottle water, the amount of little things is myriad. Over at Viktorix, Maggie Crowley typed a piece about her top six last-minute needs.

Her list of six is fantastic, but we thought of a few more that will help even the busiest of event planners.

Test The WiFi
There’s no greater frustration than wireless internet that works intermittently. While it’s expensive to supply high bandwidth connections to venues not already wired for it, taking the time to set up your wireless connection(s) to handle a crushing load of users will save tons of hassle.

Before you open the doors, test the coverage from multiple locations, then be sure to remind attendees to be courteous of others. There’s always that ONE torrenter…

Mark The Restrooms
No one likes to be asked over and over again where the restroom is, even if it’s part of their job as event staff. No attendee wants to have to ask where the bathrooms are either, so why not make big, overhead signs marking such or include them in important documentation when setting up an event?

It need not be prominent, but a simple layout with important rooms marked would be a great addition to any itinerary.

Start On Time
How many times have you heard: “we’re going to give the people that are just arriving a few minutes to get settled before we begin”? Every time we hear that phrase, we start to wonder two things: A) what does the event organizer have against the people that were hear early, and B) what’s the point of showing up on time if events always start late?

Keep track of the time and start on time. Your guests will thank you.

Assign Speaker Liaison
It’s annoying to show up as a conference speaker and not know where to go, it’s almost worse to be an organizer with no idea where your speakers are. To combat this, assign a person and place for speaker check-in. It need not be marked with a flag, but having an area that staff members can point people toward saves a lot of hassle.

Any other ideas?