If you have done all your pre-planning including proper communication between venue, staff, vendors and guests, the day of the event should run smoothly. Make sure you begin your day by properly fueling your body. As the day unfolds it is typical to miss meals as you may be working through those times and packing snacks will help curb your appetite. And most importantly make sure you have comfortable shoes to give you support for the entire day.
The day of your event should be spelled out in your timeline/itinerary that you sent to staff and volunteers before the event. Follow your itinerary and stay on schedule or ahead of schedule. Give yourself a buffer to handle an unforeseen issue and make sure all your volunteers clearly understand their role.
Sample of activities include:
The registration table should be set and ready to welcome guests. Name badges should be alphabetized and there should be ample blank tags for unexpected guests. If collecting money, have a beginning bank to make change and have a small waste paper bin near the table for trash. It is appropriate to set a coat check before arriving at the registration table so guests may discard their coats before picking up their nametags. Volunteers should be wearing staff name badges and prepped to answer standard guest questions such as, “where is the bathroom?” and “what time does the program begin?”
Many things may occur the day of the event and you will find it more convenient if you have an event bag packed with items that may be typically needed during set-up or in case of an emergency. Some of the items typically included in an event kit are: scissors, tape, safety pins, paper-clips, zip ties, band-aids, sun block, markers, pens, measuring tape, duct tape, Velcro, string, Bulldog lapel pins, etc. After you have finished a few events, you will have a better understanding of items you may need while on location.
Once the event is in full swing, the primary focus is to make sure the event stays on time. It is important to stay in an area where you are readily accessible to VIP’s in the program and your staff/volunteers that may have questions. If a problem arises it is best to stay calm and not draw attention to the fact there is a problem. Remember, most guests do not have a blueprint of the event and will most likely not have any idea that a problem presented itself if no one draws attention to the fact.
In order to ensure the event is running smoothly: