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The top 5 questions (and answers!) for Event Planners on THE DAY!
In the stressful world that is Event Planning and Conference Booking, there are 5 questions that come up time and time again in the venue.
Our Conference Supervisor, Yvonne McLean, lists here the repeat offenders!
What’s the Wifi password? Ask the venue in advance for the password – this saves time on the day and delegates can get connected as soon as they arrive. At the Golden Jubilee, we don’t have one so delegates can get online quickly with no hassle by agreeing to our T&Cs.
Extras! Small word but covers a multitude. From an extra flipchart to extension leads – make sure you have the name and number of your key contact at the venue. Here at GJCH we have a handily located ‘bell’ in our Central plaza which connects immediately to either our conference team or our on-site AV technician. Also, a toolkit box in every conference room contains those small essential items that are so easy to forget – scissors, blue tac, post its, etc.
Communication/Keeping in Touch – ‘Where’s so and so?’ ‘Did they get?’ ‘Can they bring?’
A top tip from Kirsten Burke, our Event Manager, “For our larger events, setting up a whatsapp group of key team members at the Jubilee and the event organisation staff, makes communication simple, effective and quick.”
Technology - always great when it works but for the times that it doesn’t – keep calm and remember that glitches happen to the best of us. Check what support your venue can provide on the day. James Perrie, our dedicated on-site AV technician, advises ‘It’s always good to check beforehand that your devices are compatible with the technology in the venue. Even if it isn’t we can usually find a solution.”
Housekeeping – half-way through the first speaker, the fire alarm goes off! Test or real? Familiarise yourself with fire exit routes, nearest toilets, etc. Yvonne has a list that she either sends out before the event or briefs the conference organiser on the day.
Another piece of advice from Kirsten is ‘Plan, plan and plan!’ Check out our Event Planner guide for a comprehensive check list that will help you smash it!