In the final days before the event, go over the estimate and make a checklist of everything you’ll need.
Collect handouts from partners and sponsors in advance, don’t expect them to do it themselves. This is your area of responsibility under the sponsorship or partnership agreement.
The day before the event, prepare the venue, handouts, and reception area as much as possible. Set up banners and press displays.
Stock up on extra extension cords, outlet adapters, batteries, a spare laptop, regular and double-sided tape, thread, needles, scissors, screwdriver and a screwdriver. Just do it. Believe me, you may need any of the above items at the most unexpected moment.
Brief your supervisors on the site. Walk with them the entire way of the guests from the entrance to the halls. Show the locations of all event areas, dressing room, restrooms, smoking area.
Conduct a full general run-through to be sure that screens, laptops, microphones, sound equipment are working properly. Once again, check all presentations at the venue. If you don’t check everything in advance, you won’t have time to fix any rough edges and malfunctions in the equipment before the event even begins.
On the day of the event, arrive at the venue two to three hours before registration opens. Once again, go over all points, run the equipment, and assign supervisors to areas of responsibility.
The reception area should be ready one hour before registration officially begins. Be sure to have those who arrive early.
To avoid delaying guests at the reception, prepare lists in advance in alphabetical order or in order of registration number of participants. If badges are name badges (although we have already warned you against this), arrange them alphabetically or by registration number.
At a conference where more than a hundred guests are planned, divide the streams alphabetically or by ordinal number. This will make it easier for the receptionists to navigate through the lists.
Something is bound to go wrong. Just be prepared for it, don’t relax. And keep your extension cords, duct tape, screwdriver with you.
After the event write a report, make an estimate, publish post-releases, a photo-report, read carefully the feedback in social networks, send thanks to partners, sponsors and speakers, collect feedback from participants. In the photo report, tag the guests in the photos and geotag the photos.