Presentation Transcript

1. Event Time: Now What?

2. So far, we’ve… Researched our client, the audience, etc. Created our ongoing project schedule/timeline Marketed our event Created the production schedule, event timeline and other supporting documents Organized all of our information Now what?
3. Right Before Your Event Preconvention Meeting (Precon): meeting with all venue and support staff to go through final BEOs, make introductions of key players and finalize any last minute changes Banquet managers/staff Housekeeping Sales Accounting
4. Onsite: Event Day First thing to do: Set up or define your home base If you have an office available to you, you may want to have the following items: Computer, printer Office supplies like extra pens, paper, post it notes Your event survival kit
5. Event Survival Kit The planner needs to be prepared for any issues that may arise onsite. Pack a survival kit to help cover easily fixable situations. Batteries Various kinds of tape Extension cords Tissues First aid kit Office supplies of all kinds Hammer, screwdriver Matches/lighters Mints and cough drops Hair spray Elastic bands Ribbon Sometimes you have to think creatively to solve a problem.
6. Practice Thinking Creatively:
7. Review Your Plan Meet with your team/staff to go through the game plan for the event one last time before things get started Who should be where, when Copies of important documents Important highlights of the event Any special needs Confirm the moving pieces: people or things who need to go from one place to another
8. Verify Your Setup Ensure all setup is as it was requested: Tables and chairs: correct number and placement Reserved seating signs as needed Signage in place Decorations in place Food and beverage set, if needed Important parties in the room, as needed (emcees, first speakers, etc) AV requirements in place as requested
9. Quote You May Know: Plan for the best, but prepare for the worst.
10. Crisis Crisis: an event that negatively impacts the normal flow of business Unexpected and non-routine Not simply a problem
11. Some characteristics of a crisis: Surprise that is always driven by media exposure
12. Some characteristics of a crisis: Insufficient information about relevant facts and public perception of the issues Loss of control over the way crisis is perceived has an impact on the event/organization Siege mentality- leadership may want to hide instead of confront issue Panic paralyzes the decision-making process
13. Risk Management Assess the importance of or possibility that a specific weakness will evolve into a crisis. Precaution advocacy: People are insufficiently concerned about a serious hazard; your task is to warn them Outrage management: People are excessively concerned about a small hazard; your task is to reassure them When people are appropriately concerned, you help them bear it and guide them through
14. Crisis Prevention Process Identify the sources to scan Collect the information Analyze the information Take preventative action if warranted Evaluate the effectiveness of threat reduction
15. What would you do? Your keynote speaker doesn’t show up Bridal party surprise Stage collapses at a music festival
16. Your weekly assignment Assignment due on Thursday-:production schedule and function sheet information -Thursday: Test review and brief writing workshop -Next Tuesday: TEST -Next Thursday: Deanna Dillinder