A GUIDE FOR ALL EVENT CLIENTELE
The following is a guide of good practices to ensure a successful event. If at any point in time you have any questions about these methods, please do not hesitate to call one of our event consultants.
EVENT MANAGEMENT AND RISK REDUCTION
Several methods exist to reduce the risk of set-up errors, equipment failure or a change in event conditions. These items include proper planning, completing set-ups during vendor business hours, providing safety time before the event, duplicating critical equipment where a single point failure would stop the event, adding professional service to tend the equipment, and placing a contingency order.
It is an age-old concept that may not get the respect it deserves today, but good management is key to event success. Management starts with determining the event strategy, followed by design, communication and logistics. Event strategy will be developed based upon the client’s purpose, program, guests, and budget. This leads to the determination of venue, presentation method, food service and more. Once the strategy is in place, appointing an event manager gives the event team a central point of contact, enhances communication and speeds up decision-making. And while some do-it-yourselfers have the ability to get this job done, experience is major factor in avoiding pitfalls in the multi-tasked, time-sensitive nature of event production. The ideal event manager will have the ability to visualize the end product, have a blend of event planning, catering and rental experience, good verbal and written communication skills, determination and a commitment to lead others toward success.
Plan, Plan, Plan
We cannot stress enough the importance of good planning. In particular, several areas need to be addressed to ensure the functionality of the event. First is the layout or physical plan, second is the lighting plan, third is the environmental control plan, next is the power plan, and last is a schedule. Not all events will need detailed plans for each segment.
Safety Time & Set-up Verification
The first line of defense is to insert a time buffer into your schedule, and provide the proper resources to check-in and test your equipment during Special Event Rentals’ business hours. This practice allows the necessary time to respond to your needs without additional rental cost.
If a piece of equipment is so critical to the event that a single-point failure would ruin the event, the best method to ensure performance is to duplicate those equipment items. Most often, this is done with generators so that if one generator fails, a back-up takes its place without interrupting the event.