Event Logistics Protecting Your Client

by | Mar 26, 2013 | Latest | 0 comments

Preparing for an event can be a high-pressure experience, to say the least. Whether it’s a wedding, trade show, concert, awards dinner, fundraising event or after-party, there are seemingly endless details: the food, catering, dinnerware, (do we have enough napkins, anyone?), table/per number of attendees, MC coordination, honored guests, photo-op area, the band/DJ, stage, decorations, the list goes on and on… it is important to have an event logistics protecting your client.

Whether the event coordinator is a seasoned professional or experiencing their first event, there are several things that can be done to help reduce their stress level and allow them to focus on ensuring their guests have a great experience:

1) “The Devil is in the Details”—our experience in countless events has proven to In Concert Audio One Thing—plan, check, re-check, test, re-test.

2) Plan—Events usually run into problems because of a lack of planning, often over seemingly little details that can (and often do) crash an event and send the Event Coordinator into outer orbit with rage and exasperation. So, when In Concert Audio meets with the client to discuss their event, we ask very specific questions to make the audio/lights come off without a hitch. What do we ask for the event logistics protecting your client?

A) What time is your event—from when to when?
B) How many people are going to be attending your event?
C) How large is the venue?
D) Inside or outside?
E) What is the size of the stage/performance area?
F) How many acts/type of acts will be performing?
G) Do any of the performers have specific requirements for their show?
H) What time can we gain access to the venue to load-in?
I) Who else is going to loading-in at that same time?
J) Is there a service elevator or just a passenger elevator (or no elevator at all?)
K) What time does load-out have to be completed?

While the above list is by no means exhaustive, answering the above questions gets the event coordinator thinking about not just your portion of the event, but the event logistics protecting your client. Remember, we are there to service the client—to make their event as seamless as possible, allowing them to focus on their primary purpose—keeping their energies on the attendees, the event logistics protecting your client from worrying and making sure they have the experience they envisioned.

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