On-the-day Support
Consider the level of support you may need on the day to ensure your event runs smoothly.
It is recommended that both the event organiser and your support person/team arrive well before the start of the event in order to ensure that everything is running correctly.
The duties that you could ask someone to do for you on the day could include:
- checking with venue staff if there are any problems that could affect the event
- putting up signs and posters
- setting up a registration desk
- checking the venue for any health and safety or accessibility issues
- pre-loading presentations
- making sure that all required facilities are working correctly
- dealing with suppliers
- making sure that all necessary information for the registration of delegates are in place
- dealing with early arrivals
- registering delegates and speakers
- giving those speakers or chairs who arrive early access to the venue
- making chairs or session leaders aware of any housekeeping issues e.g. fire alarm tests, evacuation routes, assembly points, etc.
- liaising with venue staff over queries or problems
- answering queries regarding the event
- dealing with requests from delegates or speakers for additional facilities or assistance
- distributing and collecting event evaluation forms
- ensuring that equipment and facilities are left in an appropriate condition at the end of the event
- dealing with any other unplanned circumstances that may arise
