10 Things to Keep in Mind While Travelling Abroad for an Event
August 20, 2018

Top 10 Things to Check before the Event Day

Send a reminder email: Send an email to people who have yet to register. Share why people should attend and who’s going to be there. Include social proof and a list of keynote speakers can be the final push for people on the fence about your event to need to register.

Finalize the media list:  You have likely sent out a press release and contacted reporters. Journalists and bloggers now it’s time to follow up with them. Confirm they re attending, and prep yourself and any staff members for questions.

Do a walkthrough of the venue space: Even if you’ve been to the venue in the past few months, it’s a good idea to do a final walkthrough. Try to put yourself in the mind of an attendee who’s never been to the site. This is also a great time to assess how the traffic will flow and to do initial sound, Video, and lighting checks.

Create an ”event, box”:  An event box is your survival bag. It should stay with you at all times. Fill it with the handouts you plan to have at the event, as well as power cords, a first aid kit and even some snacks.

Check the weather: You should always have a plan b scenario especially if your event has any outdoor elements. If the weather looks like it could take a turn for the worse send a note to attendees with information about the backup plan.

Review logistics:  Logistics like parking, signage, and security will vary by location. Ensure you have the necessary materials and have visited with the venue managers prior to the day of the event.

Confirm details with vendors: You should always confirm details with vendors such as caterers, professional photographers and/or videographers, and AV technicians.

Check in with your speakers:  Speaking may be “old hat” for your keynote speakers, but checking in with them is a best practice. It communicates care and if they have any concerns or aren’t feeling well, you’ll know that, too.

Visit with your staff:  Even if you’re working with a staff of all volunteers you should either have a meeting with them in person and /or send an email with dress codes, arrival times, and instructions for how to handle unruly guests.

Take time to relax: Tomorrow will be a big day, and you’ll likely be on your feet for the duration of it. Treat it like a marathon race and take some time to relax and get a good night’s sleep today. Your feet and attendees will thank you.

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