Step 6 - essentials for event planners on the day of your event
Event day can feel like a whirlwind, so good preparation pays off. Arrive early to oversee set-up and brief your venue team. Clearly assign roles and responsibilities so everyone knows who to go to for decisions or support, and be ready for last-minute changes.
While unexpected issues aren’t nice, they do sometimes happen. As long as they’re handled smoothly, most attendees won’t mind.
The checklist of what not to forget on your event day
To give yourself the best chance of mitigating these last-minute stresses (and handling them like a pro if they do occur), remember to:
- Prepare a backup plan, just in case, for critical elements like speakers, AV, and catering.
- Build buffer time into your programme to accommodate sessions that overrun or set-up delays, for example.
- Keep communication open (think walkie-talkies, WhatsApp groups, etc.)
- Assign each venue department its own on-the-day contact for quick decision-making.
- Double-check all tech with a live test, not just a visual check.
- Keep essential supplies on hand or nearby (batteries, USB sticks, chargers, extension cables, first-aid kit, spare signage, etc.).
Overall, stay calm, stay connected, and know that adaptability, not perfection, defines a great planner.
