An event is only as successful as the team who puts it together. Teamwork is an integral part of planning an event, and the biggest success factor of effective teamwork: communication.
Event planning teams usually consist of large numbers of people. There are many tasks to be done before, during and after the event, and each task requires skilled professionals. The event planner is responsible for keeping all team members in check. How do you do this effectively? Grab a megaphone and shout directions? That is a definite possibility, but for the stunning event you have in mind, team communication needs to be much more effective than bossing around through a bullhorn.
To ensure the best possible outcome for your event, communication with your event planning team should follow a couple of guidelines:
1. Plan Ahead
Most failures during the execution of an event trace back to the planning stages. When your team knows exactly what to do before they do it, the time you save is tremendous. Communicate to all team members important times and dates and any changes in them. Changes in the event schedule and venue access times affect the entire rehearsal schedule, so be sure to keep everyone in the loop. Along with being highly professional, this is also simply common courtesy. You don’t want your AV crew loading up all that heavy equipment only to find the venue doors locked.
Pre-event huddles: This is a great way for you and your event technology team to discuss progress, any changes or concerns either of you may have. Consider having these huddles at the beginning of each engagement so you are both consistently on the same page.
2. Establish Chain of Command
Every team needs a hierarchy. Establish which team members make which decisions regarding which tasks. Establish to whom certain questions should be directed. The client shouldn’t be asking the technology team about the planning progress, they should be asking the event planner. Once the event planner has established direct communication with the client, the Project Manager should be informed of any changes and then discuss them with the crew.
3. On-site Communication
Possibly more stressful than planning the event is executing it. There are certain mishaps and malfunctions that happen during an event, things that are simply out of your control. For example, you don’t plan for a fuse to blow, but it most certainly could. To ensure quick recovery from any glitches, agree on a crew communication system for the running of the event, like cell-phones or walkie-talkies.
From planning to execution, you see how communication plays a key role in events. Communicate early, communicate often and communicate to the right people. If you follow these simple guidelines, your event planning and event execution is sure to flow seamlessly.
Want to learn more about effective communication with your event planning team? Contact the event technology management experts at Advanced Staging Productions at 866-431-8202 and open the door to event planning success.