Three days before- the main event

Tuesday we have a conference for an important client which is being hosted at the Leicester City Football Club. With three working days to the event there are a number of key tasks that have to be completed. Below are some of the activities that an events team would be partaking in three days prior to an event.

 Three days before an event

At this stage the majority of the event would be in place, we would like to be sure that only the final stages of the event needed to be done with just three working days to go. We would ensure all the event collateral has been produced, any printed agendas, guest information or delegate packs would be collated. The team would have created and double checked all name badges/place cards to ensure they match the latest guest list (this are often still being done on the day of event due to last minute guest changes!).  Any non respondents from R.S.V.P lists would be contacted and followed up. Any contractors and the client will have been sent the event plan a few weeks in advance, and the latest dietary list will be issued to the venue with any other pieces of information they may need.

 The day before the event

We always aim to set up the venue the day before the event if possible. This allows us to sort any changes needed to be made in the office and makes sure that we can get all the details right on the day of the event, making the event the best possible. By setting up the day prior to the event, this also saves time in terms of jobs to do on the day of the event, and allows us to focus on the minor details and special flourishes that make that bit of difference!  On an event day the last thing you want is to be running around looking for a place card and not be able to reproduce one; so we would ensure we had spares of everything and all contingency plans thought through. Below are some of the things we would aim to do the day before

–          Set up all technical requirements

–          Build the stage

–          Set up the registration desk

–          Set out the tables

–          Put out any flowers/centre pieces/props

–          Place name places

–          Ensure flow/movement of event layout is correct

–          Have all equipment needed for day of event out and ready in place.

 The day of the event

Early Arrival: Early arrival is key, the specific time obviously depends on what time the event is but we aim to be there first thing, which makes it even more difficult it the event goes live at 7.30am! Once at the venue, we would check all the name badges are correct and up to date- placing any changes that were made the day before at set up. Any other equipment from external suppliers would be set up and secure (e.g tech desk/stages/music).The team and venue would be briefed on the run of the event and all questions would be answered. The event team would allow five minutes to do a walk through in the eyes of the guest to ensure all areas have been covered. All team members would be placed in position ready  and waiting for the event to commence prompt and professionally. Preparation, time scheduling and a proper team plan is they key to success!


‘’Luck is when preparation meets opportunity’’.

And opportunities arise with success. – the great eagle.