Best tips for hassle-free event logistics

Depending on the industry in which your meeting or convention caters to, your event may have specific requirements that will irrevocably dictate your choice of venue, technical needs and partners. Catherine recommends making a comprehensive list of all your logistical needs, including those regarding F&B as well as unusual suspects, such as oversized materials (buses and trucks), water and drains for demonstrations.  “The choice of your venue really needs to be aligned with the sheer essence and level of complexity of your event,” noted Catherine.

And remember! Not all venues offer or have access to more specialized suppliers. “You’d be amazed at the hidden and skyrocketing costs of having to call in last-minute suppliers to find a solution to your logistical issues,” she added. “Venues, such as convention centres are often one-stop-shops for all your event needs. They may entail more upfront costs, but offer more in-house services and seasoned professionals dedicated to your event. Don’t automatically run to the cheapest venue option. In the long run, you may end up busting your budget with unpleasant surprises.

Convention centres often have the latest and most sophisticated infrastructure tailored for all sorts of industries, including audio visual equipment, wall-to-wall high-speed Internet, access to water and drains, etc. They are very much attuned to the needs of various market sectors. Event planners should determine what they need and select the most appropriate venue,” Catherine concluded. 

Organize an event production meeting

Whether you are working with a convention centre, hotel or other venue, organizing a series of event production meetings with your main suppliers—together—will go a long way in getting everyone on the same page as to the objectives to achieve, improving communications between partners, and increasing overall efficiency. “At the start of any event, we bring together our client, technical experts, F&B partner, decorators… basically, every stakeholder that will be involved, in one way or another, in the event,” explained Catherine. “These meetings truly help to set things in motions in a clear and optimized fashion.” Moreover, production meetings ensure that everyone is held accountable for their part of the event—down to the minutest of details.

You can never be too prepared

As the meeting and event planner, you need to come prepared with your concrete objectives, event ideas, financial and resource constraints, and requirements from your key stakeholders. Combined, these will allow you to evaluate if your vision is achievable, if it can be scaled up or if it needs to be scaled down. “There are two sides to an event’s feasibility,” said Catherine. “On the one side, event planners need to set realistic parameters and timelines to organize and carry out their event. On the other hand, partners and suppliers need to come up with creative solutions to deliver on clients’ expectations.”

Even more important: don’t forget that you, as an meeting  planner, cannot be a jack of all trades. “Rely on the experts you have chosen. They know what they are doing and have access to resources that would be too complicated and time-consuming for you to scout out in an unfamiliar location or in the heat of your event’s action,” reassured Catherine. The trick to finding the best partners? Check with local event specialists, and do your homework way in advance.