We all know about methods you can use to save time with putting together an event right? These would include having a strong action protocol, assigning tasks to other people, using the right digital tools, etc. Putting together an event is certainly time consuming so it would make sense to offset this in some type of way.
How about being able to save time when an actual event is taking place. The reason you want to do this is because when an event is taking place there are several issues that can come up. These issues can really consume your time, which makes saving even a little bit of it more valuable.
Freeing up time will enable you to have more on hand to take care of issues and problems that will require immediacy on your part during an event. So the question is how do you go about doing this? Well there are 6 approaches you can take:
Have people who come print up their badges before they come
You can send guests for your event a badge with welcoming emails you would send and simply have them print it up at home. You can state that if they show up to the event without a badge, then an extra fee will be tacked on due to having the badge provided on site. Once they have a badge printed already the only thing they would require is a badge holder, which you can provide easily on tables or specific structures.
Automate communication to targeted segments
You’ll want to connect and engage with specific groups of attendees when an event is taking place. Having communication mediums in place that are automated is the best way to do this. For instance, sending out messages to targeted groups by means of SMS or the app created through the event. All of this saves a lot of time.
Get together a group of volunteers
If you collect a group of volunteers and properly prepare them to handle any issues that can take place at your event, then this is going to be a very powerful way to save time. Volunteers would need to be briefed prior to an event and instructed on how to handle different problems should they occur. This will lighten the workload of everyone, especially you.
Make use of check in systems that are self-service
One powerful way to save time is to use check in systems that are automated. When an event first begins, check in processes are what can consume the most time and energy. Rather than you allocating people to different desks or areas to register people the hard way you can use self-service check in options instead.
People can come to your event, scan the QR code they get (which they would’ve got when they signed up for your event) get a badge and then head into the venue. It really is this easy. You would probably still require one or two people to be on standby just in case something goes wrong or someone needs help.
Put together a map for the event activities
Every activity for your event is going to take some prior preparation. You can provide this to not only attendees, but to volunteers and other event staff. The activities map can outline what’s going to happen, when and where. It can outline any special supplies or equipment that’s needed so that everything is clear. This minimizes any uncertainty, which leads to confusion and costs time.
Make sure your signage is very distinct and easy to understand
You don’t want people to struggle to find their way around or through a venue. In order to stay away from these issues, you’ll want to put up very simple signs which will direct people to different sessions as well as rooms.
Volunteers can also be used for this purpose, they’d need to be strategically placed, preferably areas where passages can get a little confusing.
There may be no surefire way to eliminate all the issues that can come up during an event. However, if you use these time saving strategies mentioned above it will greatly decrease the probability of issues and the time you’ll use to handle them.