Event planning logistics
- Consider logistics from the outset. To plan a successful event, begin with a checklist of everything that needs to get...
- Get to know your venue. To ensure smooth event logistics, complete several visits to the venue, taking measurements, and...
- Create a map and signs. Guests with mobility limitations—or a simple desire to plan ahead for a busy...
Full Answer
How do I plan an event logistic event?
Keep your event logistic requirements on track with a detailed event planning timeline. This timeline should include key dates and tasks, from early planning meetings to venue research to contracting with vendors, such as furniture rental companies and catering companies.
What are the steps involved in event planning?
Event Planning Steps 1 Determine your event goals and objectives 2 Assemble your team 3 Establish an event budget 4 Choose a date & venue 5 Select the speakers 6 Event Marketing & Advertising 7 Execute your event
How to plan a successful transportation event?
Create a car traffic management plan and train attendants. Double-check ADA compliance and accessibility. Confirm travel arrangements for guest speakers and VIPs. If you’re a one-person operation, use your event planning checklist and calendar to make sure you hit all the key logistics touchpoints. 5. Spend time creating clear signage
Who should have logistics assignments for event vendors?
Every member of your team should have logistics assignments. Some critical logistics tasks: Check venue door measurements to ensure vendors can get inside. Rent rope barriers for check-in guest flow. Scout the ideal locations for event signage. Clarify delivery door protocols with the venue.
How do you plan a logistics event?
Save time managing event logistics with better collaborationCreate an event planning timeline. ... Consider logistics in your venue choice. ... Assign team members to key logistics tasks. ... Spend time creating clear signage. ... Clarify logistics expectations with every vendor. ... Customer service training. ... Read reviews of vendors.More items...
Why is logistics important in an event?
Logistics is a fundamental element for the success of an event. It is responsible for providing support throughout its preparation and during its execution. He intervenes in different stages of the development and planning of the event so that everything works like a gear.
What are pre event logistics?
Pre-Event Logistics This refers to all event logistics leading up to your the big day, whether you're 2 years out or 2 days.
How do you plan and prepare for an event?
See the full checklist.Define goals and objectives. ... Establish an event budget. ... Build your events team. ... Pick your venue and date. ... Develop event branding. ... Plan your program. ... Confirm sponsors, exhibitors, and speakers. ... Identify and select your tech tools.More items...•
What are the 5 C's of event management?
The process of planning an event from start to finish may be divided into 5 basic phases, which we have called the 5 Cs. These are Concept, Coordination, Control, Culmination and Closeout. In conceptualizing an event, it is important to determine the following: The WHY of the event.
What is the key aspect in event logistics management?
1.Planning Planning is a key aspect in event logistics management.
What is an event checklist?
Here is where an event checklist comes in. It is your guide to staying organized and on -- or ahead -- of schedule when juggling the myriad of responsibilities and assorted details in planning a successful event. And it is particularly useful when managing multiple events.
What are the logistics of a meeting?
Meeting Logistics are the 'glue' that can hold a team together. Having consistent procedures for how team meetings are conducted assists all team members in knowing how to interact, gets items to the Team for discussion and action, and how to actively participate in the planning and work of the Team.
What is meant by logistic service?
Logistics services are all the elements of your supply chain, from the factory to the end customer. They include transportation from manufacturer to warehouse, warehousing and order fulfillment, and delivery to the end customer. Logistics services include: Transport from the factory to the fulfillment warehouse.
What are the 7 stages of event planning?
7 Steps to event planning successDefine your objectives. Always ask yourself beforehand 'What are you hoping to achieve from this event? ... Choose your location. Make sure that your location aligns with your objectives. ... Set a date. ... Create a plan. ... Issuing invitations. ... The day of the event. ... Evaluate.
What are the five stages of event planning?
Event Management Process: The Five Stages of Event PlanningSet ROI-Driven Event Goals and Objectives. The event's over, and you deem it a success. ... Create a Solid Event Budget. ... Design and Plan a Memorable Event. ... Coordinate the Day of the Event. ... Evaluate Your Event's Performance and Power Future Events.
What is the first thing you need to plan for the event?
The very first step in planning your event is to establish tangible goals and objectives. Start by asking yourself: Why are you organizing this event and what do you hope to achieve? If you know your organization's key goals before planning, you can ensure that every part of your event is optimized for success.
What does logistics mean in business?
Logistics is the process of planning and executing the efficient transportation and storage of goods from the point of origin to the point of consumption. The goal of logistics is to meet customer requirements in a timely, cost-effective manner.
What does a logistic committee do?
Responsibility: The responsibility of the logistics coordinator is to ensure that all equipment needed on the day of the event is secured and to be delivered on time — this includes the sound system, tables, and chairs.
What is the meaning of logistics management?
Logistics management is the part of the supply chain process that plans, implements, and controls the efficient, effective flow and storage of goods, services, and related information from the point of origin to the point of consumption to meet customer requirements.
What is meant by logistic service?
Logistics services are all the elements of your supply chain, from the factory to the end customer. They include transportation from manufacturer to warehouse, warehousing and order fulfillment, and delivery to the end customer. Logistics services include: Transport from the factory to the fulfillment warehouse.
What to do before an event logistics?
Before the event: Logistics that set the stage. 1. Clarify your event goals and your event value proposition. Your event goals are the things your business or client wants to achieve by the end of the event. It could be team building, building excitement around a new product, or raising funds for a non-profit organization.
How to keep event logistics on track?
Keep your event logistic requirements on track with a detailed event planning timeline. This timeline should include key dates and tasks, from early planning meetings to venue research to contracting with vendors, such as furniture rental companies and catering companies. Share the timeline with your team and have them add tasks to ensure nothing is skipped.
What is an event value proposition?
An event value proposition focuses on the attendee experience, so that your event aligns with their top needs and interests. The EVP essentially clarifies the goals of your guests, whether they want to enjoy the headlining acoustic band, learn something new, or meet interesting peers in their industry.
Why do logistics depend on location?
For obvious reasons, logistics depend heavily on location. Examples of when event logistics should influence venue sourcing: 50th wedding anniversary – Many of the guests will likely be older. Choose a facility that doesn’t require much stair climbing.
How to make the most of your event team's time?
Make the most of your event team’s time by overlapping vendor arrivals —which you’ll already have established. But a team member should be assigned to ensure vendors understand the best routes for equipment and supplies. This person will be the go-between who lets the A/V vendor know when the temporary stage is ready for them to rig up the sound system.
What is logistics in an event?
The logistics of an event are the complex processes that get the people, places, and things in place for the big day (or days!). Whether it’s flying in a keynote speaker or renting tables, it’s easy to see how logistics gone awry can impact the success of an event.
What is an event layout tool?
An event layout tool helps you plan your event flow and the location of elements that impact logistics, such as podiums, temporary stages, and buffet tables. Social Tables layout tool lets you switch to a 3D view so you can conduct a virtual walkthrough and spot sightline and crowd flow issues.
What happens when you plan an event?
When you’re planning an event, something can always go wrong. Hopefully, you’re prepared for things like rain and accidents. However, there’s a whole additional category of potential problems that stem from something totally preventable: poor planning.
What is an event planner?
As an event planner, you’re responsible for countless event logistics. Part of the role is remembering that things can and will go wrong. Nonetheless, you’re there to keep a level head and provide guests with a stellar experience.
What does a timetable do for an event?
A timetable can ensure the pieces come together in an orderly fashion.
How to simplify event logistics?
To simplify event logistics, be clear when communicating with everyone involved, plan ahead for common issues, and stay on top of every update.
What is event logistics?
Event logistics is the planning and management of technical and logistical support services to ensure the seamless execution of an event. These services cover both tangible and intangible aspects, such as event swag, merchandise, venues, transport, registration platform, and so on. Generally, event logistics includes the following elements.
What are the factors to consider when choosing a venue?
1. Venue. When choosing a venue, it helps to consider factors like location, security, capacity, estimated attendance, indoor and outdoor space, budget, etc. 2. Catering. This includes planning meals, beverages, and food allowances, and shortlisting vendors to provide these services. 3. Transportation.
What are the stages of coordination?
The coordination stage covers the following tasks: 1 Deciding a theme 2 Defining the budget and getting it approved 3 Building an event management team 4 Defining the event timeline 5 Onboarding speakers and sponsors 6 Developing the event website and other digital properties 7 Booking a venue 8 Selecting vendors 9 Building a contingency plan
What equipment is needed for an event?
This includes hardware and software tools speakers and attendees require for an optimal event experience. Projectors, laptops, mics, screens, video equipment, clickers, and a stage come under this category.
What is transportation in a conference?
Any mode of transport that takes attendees, speakers, and sponsors to the venue comes under transportation. This includes intercity, interstate, and international travel on buses or flights, and inner-city commutes such as shuttle cabs that take attendees from a hotel or parking structure to the venue.
What is coordination in logistics?
Coordination is the planning stage of event management. Once you have conceptualized the event, you can begin putting the pieces in place. This is arguably the most crucial phase from the logistics perspective as all the important decision-making is done in this step. The coordination stage covers the following tasks:
What is the first thing to consider when planning an event?
The first thing to consider when planning an event is the date. That’s an anchor that can’t change. You’ll also want to estimate the number of attendees. These will be two critical elements that will help inform the other aspects of your event planning.
What Is an Event Plan?
An event plan defines how an event will be executed. It addresses all the components of an event such as the start and end dates, budget, venue, marketing, attendees and more.
What is a Gantt chart?
The Gantt charts give your people a collaborative event management platform where they can comment and attach important event documents and images at the task level. No more rummaging through emails for important data. It’s all collected right where you’re working. Our software is easy to use and can be accessed anywhere and at anytime, whether on site or in the office. We give you a way to keep all the parties you are working with in the loop and even collaborate with them in one place.
What is a conference?
A conference is a common type of large event, so for our event management purposes, let’s talk about a TEDx conference that we were involved in to illustrate how to plan an event. This example is a good scenario to explain the structure and challenges of planning a big event, along with the benefits of planning an event with software.
What to do if you held similar events?
If you held similar events, use and adjust an old budget for a baseline.
What is the role of volunteers in an event?
That means volunteers, which means writing contracts, defining their roles, setting up meetings and determining schedules. Speakers: You must have some keynote speaker or a group of speakers to attract an audience.
What is the marketing program?
Marketing: Once you have selected a venue, you need to start drawing people to it through a marketing program that can include a website, social campaign, email and print work. Advertising: Hand in glove with the marketing is advertising. That can include radio, TV, newspaper and magazine advertisements.
What is Event Logistics?
To put it simply, event logistics is what makes it possible to hold the event in the first place. This includes hiring people to work in the event, venue selection, creating and selling tickets, and more. These small factors go into planning any large or small event and every single aspect of your logistics is as important as the next.
Pre-Event: The Homework and Brainstorming Sessions
The first thing you need to do before you even book your first employee or your first vendor is to clearly and concisely outline the event goals and create the event value proposition. It will help you smooth out your event planning direction. Having a clear direction makes it clear what you need to do. And makes proactive choices simpler as well.
Day of the Event: Working on Streamlined Logistics
The next phase of your planning should focus on the actual day of the event. Taking the time to do a practice run is always a good thing as it can help solve any issues before they become any bigger. Make sure you set aside time to do as much practice run of the event as possible to help prepare you and your team.
Post Event Follow Up
Even when your event is over, you should still stay on the scene until the last vendor leaves. This professional courtesy also helps you create a good working relationship with your vendors. Stay around to help them pack up and to answer any issues they may have.
What is logistics in event planning?
So, when you think about Event logistics, it is the event planner ’s detailed process that brings together people, places, and all pertinent details in place for your big event.
What is the most important part of an event logistics?
One of the last pieces of event logistics is the also one of the most important – The Post-event survey. Feedback from your attendees is essential in seeing how the event went from an attendee’s perspective.
Why is a venue walkthrough important?
A venue walkthrough is important if you have never been to the venue before. If possible, do a complete walkthrough of all the space you will be using and know your key requirements to guarantee your venue can accommodate your needs.
How to get more attendees at an event?
Begin sourcing venues for your event and request layouts and diagrams to ensure space will suit all your needs. It is always wise to give yourself room to grow in the venue that you select just incase your attendee count increases.
How to keep your team on track?
2. Create a timeline or project plan. Create an event logistics (and overall) timeline that has deadline dates and task owners to keep you (and your team) on track with your tasks. It is always smart to give yourself a buffer when working with other vendors to ensure that you meet your required deadline. 3.
What to inform staff on?
Inform staff on what needs to be told to attendees, given to attendees, or if payments need to be collected. Have a clean check-in area, easily accessible, smiling faces to greet your attendees and your event will be well on its way to success!
Why is everything needed to be communicated to all parties involved?
Everything needs to be communicated to all parties involved so there are no unnecessary glitches.