You must be familiar with the last-minute panic that sets in while organizing an event. Delays, technical issues, and a shortage of resources can keep your event from being the talk of the town.
Therefore, planning is the first and the most crucial step in organizing a gathering. Planning involves everything from deciding on the venue to ticketing to staff management. It is essential to know who to hire to follow through with your event logistics in Australia.
When 80% of event organizers use social media for marketing, every detail matters; there is no room for logistical oversight. Even if you are planning your first event, this article will help you with the 3 basics of managing a successful event.
1. Create an Event Timeline
The first and most obvious step of event management is nailing down the sequence of activities. A timeline is necessary for a smooth and uninterrupted workflow, be it a roadshow, a concert, a party, or a sports event.
Make a checklist of all your tasks leading up to the event and their deadlines. This will keep you motivated and give you a sense of clarity regarding how much work is left.
Then share this list with your entire team and encourage them to make their own depending upon their role. You will also be less prone to forgetting meetings with vendors if you always have them written down.
2. Secure the Venue
Start looking at venue options as soon as you have the tentative dates for your event. Most popular venues are always booked out, and getting the location for your dates can be an excruciating process.
Venue logistics are incredibly time-consuming. To avoid last-minute shuffles and delays, add a buffer time for when you book the place. Once you find the correct location, there is a lot of paperwork and permits to organize.
After you book your venue, you need to look at the floor plans and start putting together the vision for your event. Hiring an excellent Australian freight service will help you save time and make the event smooth sailing.
Tip: If you cannot find a conventional site for your event, think out of the box. Imagine the social media attention that an event at an airport hangar would spark. There are many hangars for hire in Melbourne and Sydney that you might find suitable for your event.
3. Designate Logistical Tasks
Managing event logistics in Australia is not a one-person job. There are hundreds of things to take care of, and you will need a team to ensure that you do not succumb to the stress.
Here are some key roles that you should designate for your team members and keep tabs on.
- Communicating with vendors: Any event, however big or small, requires dealing with many local vendors- stage setup, furniture rentals, transport, catering and many more. Having a reliable point of contact, preferably from the same Australian state as the vendor, is key to getting all the work done on time.
- Ticketing: A trustworthy team must be appointed to handle the financial aspects of the event. Deciding the range of tickets, marketing, and keeping track of their sale will be their responsibility.
- Crowd Flow Control: This task requires a large team. One part must be in charge of ensuring that there is sufficient parking space. The other team should flank the entry and exit paths, ensuring no traffic congestion. The Australian crowd can get very passionate, so a team must also be on-field to keep them in check.
- Customer Service: A hospitality team needs to be in touch with the guests arriving for the event. Another service team should be available for anyone attending to clarify any doubts regarding directions or the flow of events.
Organizing an event is no child’s play. It takes unbelievable amounts of patience. However, if you hire the right people- managers, vendors, caterers, freight transporters, your workload will be cut by half.
The number of services available makes event logistics in Australia easier than ever before. All you need to remember is that planning makes perfect.