Q. Can you provide a thorough overview of all the things I should consider when planning my next event?
A. Provided by Leah Wong, VP of Events and Marketing, Minneapolis Downtown Council.
Consult this Must-Read Checklist Before Planning Your Next Event
• Understand the Agreement before signing. Protect your organization by reviewing indemnification, insurance, payment, and performance clauses.
• Have a Plan B. Think through moving parts and factors you can’t control, then create a contingency plan to address potential problems.
• Establish a Communication plan, then provide a means to communicate. (Consider two-way radios.)
• Devil’s in the Details--don’t underestimate their importance.
• Determine your Environment plan, e.g. what waste will the event generate? Is it waste or recyclable? Plan accordingly and use signage to label receptacles.
• Examine Fire codes and permits early on. Contact local Fire Department with questions, especially if utilizing pyro, fire entertainment or tents.
• Plans for General public events should include crowd control, access points and information areas.
• Having food? Remember Health codes. Partner with the health department or ask your caterer/concessionaires to do so. Make sure you have the proper paperwork on file.
• Think about Insurance coverage. Require a COI from your vendors with your organization additionally insured.
• Volunteers are keys to your success. Always provide training, then delegate Jobs that will inspire them.
• Use your Knowledge and trust your gut. If you think you need more port-a-lets, officers or bars, add more.
• Lay out your event space to maximize your time and ensure everything fits.
• Contemplate Medical questions: Do I need an ambulance or first responder? A defibrillator? First aid area?
• Complete a thorough Needs assessment addressing ADA, power, exits, load-in/out, and restrooms.
• Organize event information and have it on-site. This allows another planner to step in if necessary.
• Circulate complete, accurate Production schedules to your team along with contact information and roles.
• Ask Questions early. Bring local authorities, vendors and your venue into the conversation.
• Risk management is crucial. Evaluate potential risks, even the unthinkable. Create a planned response including communication, roles and initial steps. Avoid risk by identifying potential problems and adjust accordingly.
• Address Security and involve the police department from the beginning. Should you hire off-duty officers or work with private security? Prepare for their questions: “Any VIP’s?” “How many guests?” “Alcohol?” “Do you expect protesters?” Your answers will shape your security plan.
• Consider Transportation. How are guests arriving? Ingress/egress plan? Pedestrian flow? Any road closures or hooded meters? Consider these elements as attendees remember their first and last impressions.
• Be Ubiquitous and make sure you have a strong presence on-site.
• Vendor management-- communicate your expectations. Include vendors in the planning, allowing them to understand your needs and event plan.
• You can’t control Weather so know your options, especially if your event is outdoors.
• Place eXtra emphasis on the attendee experience. Think through the event from their perspective and ensure that event logistics are in place.
• You complete the puzzle. Your leadership will get your team through any situation.
• After the event take time to get your Zzzzzzz’s.
