One of the most mission-critical and important aspects of planning any event is communication. From idea to curation and every step in between, event planners have to coordinate their efforts with vendors, guests, and the clients. How today’s event planners communicate is more streamlined than ever, especially with all the latest convenient and user-friendly innovations available. If you. as a New York event planner, are looking for new or other, more effective ways to improve how you track, plan, manage, and execute your events, here’s how the best New York event planners are communicating and staying on top of every detail during the event.
1. Establish a Primary Channel of Event Communication First
With every event, you’ll be connected to a full roster of event vendors, your own staff, and the client. Look to first establish a primary line of communication for everyone, making a point of contact available for concerns, questions, or needs. Whether you assume the role of the main contact or delegate it to someone else, make sure your venue, event partners, and clients all have at least one method of communicating for any reason.
2. Streamlining and Optimizing Check-Ins
Dedicate someone or some process to be available for guest check-ins and event registrations. Communicate with those verifying identification or invitations, assigning seating, or directing guests upon entry. And for some of the larger conferences or corporate events, it’s helpful to have a staff member nearby to troubleshoot or step in for additional registration support. Make smart use of apps and online tech to connect with guests and to keep your event management software at your fingertips for organization.
3. Pre and Post-Event Meetings to Discuss Event Communication
Another way to improve your event communications is to hold pre and post-event meetings with your vendors and staff. Hold brief meetings before the event to remind everyone of key elements, potential challenges, and methods of communication. Outline contingency planning and provide directives should problems arise. Share phone numbers and tech channels you intend to use. And make sure to address everyone’s questions ahead of time. Post-event meetings are the best ways to discuss with event partners and your teams about potential improvements.
4. Have a Primary Contact for Everyone
Even though you have a primary line of communication, consider assigning staff or dedicating additional methods of contact for each vendor. For example, maybe you can delegate one of your internal team members to your caterers, another staff member to your entertainers, and take the lead on being available for your client. Stage your presence accordingly and use walkie-talkies or communication tech to make connecting easy and immediate.
Consider these methods for improving your event communication strategies and staying on top of your event execution flawlessly! Learn more about event planning strategies and the latest innovations, too, by attending The Event Planner Expo 2023! Tickets are available for this #1 events industry trade show – you don’t want to miss it!